Setting Up Extensiv AI for Your Team
1.5 min read
|This article is for admins. It gives you the full picture of what you can configure in Extensiv AI and the order that works best, with links to step-by-step instructions for each task.
Most settings live under Company > Extensiv AI. User access is managed separately under Users.
Before you start: check your permissions. Configuring Extensiv AI settings requires the Edit Company permission, which an admin sets per role under Roles > Permissions. Without it, the Extensiv AI settings under Company are read-only or hidden. Viewing the AI Activity report requires only View Company. If you can't see or change a setting described here, ask your admin to grant the right permission.
Recommended Setup Order
The steps build on each other, so this order saves the most rework:
1. Build your Prompts Library
Curate the ready-made questions your team will draw from before you add users — when you create a user, you assign their starting Favorites from this library, so having it organized first makes onboarding fast.
See Managing the Prompts Library.
2. Enable users and set their access
Grant Extensiv AI to each user and choose what they can do. During setup you'll set two things that matter most:
- Data access — which operational areas Extensiv AI can reference for that user (Orders & Packages, Inventory, Receiving & Purchasing). Each area is per-user and can be changed later.
- Favorite prompts — the starting set of prompts the user sees on day one, drawn from your library.
See Enabling Extensiv AI for Users.
3. Add your own knowledge
Upload SOPs, training materials, and process guides so Extensiv AI can answer questions specific to your operation. You control which warehouses and customers each document is visible to.
See Managing Your Knowledge Base.
4. Brand the mobile app
Set your logo and color so your customers see your brand in the Extensiv AI mobile app.
See Customizing the Mobile App.
Monitoring Activity
Once your team is using Extensiv AI, you can see how much it's being used — message counts by user and by customer organization, and when they last used it.
See Monitoring AI Activity.
A Few Things to Know
- Premium Features. Mobile app branding, Data mode, custom knowledge uploads, and the Prompts Library are included in paid Extensiv AI plans. To upgrade, contact your Customer Success Manager.
- Data access is per-user, not role-based. You set it for each user individually, and you can change it any time.
- Knowledge Base content stays private to your organization. Extensiv does not use your uploaded documents to train AI models.