CaptainBook AI: the assistant in your dashboard

CaptainBook AI is an assistant inside your back office. You can ask it questions in plain language, such as:

It reads your real inventory, bookings and reports, and it can draft changes for you to approve. Nothing is written without your confirmation.
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💡 Available on Starter, Extended and Ultra

You also need the Use CaptainBook AI permission.

There are two different CaptainBook assistants:

They do not share memory, permissions or conversations.

Open the assistant from your CaptainBook dashboard.

Type your question or request in plain language and press enter.

The conversation keeps its context, so you can ask follow-up questions such as:

“And the week before that?”

without repeating the original request.

CaptainBook AI can read your reports, inventory, bookings, customers and segments.

For example, you can ask:

CaptainBook AI can propose changes to:

It proposes the change first. It does not apply it immediately.

You can describe the audience you want in plain language.

For example:

“Customers who have booked twice or more.”

or:

“People who looked at the sunset cruise last month but never booked.”

CaptainBook AI translates your request into segment conditions, checks those conditions against the fields available on your account, and shows you the finished segment for approval.

Once approved, it behaves like any other CaptainBook segment and stays automatically updated.
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💡 Segment creation through CaptainBook AI is available on Extended and Ultra, because Customer Segments are not included on Starter.

When CaptainBook AI wants to change something, it shows you an approval card first.

The card shows what is going to change, including the relevant values or conditions.

You can then:

Nothing happens until you approve it.

Approval cards are intentionally designed so you can review the actual change rather than a vague summary.

For example, a segment proposal shows the actual segment conditions, while a workflow proposal shows its trigger and individual steps.

For supported changes, there is also a short undo window after approval.

There are some actions the assistant deliberately cannot perform.
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CaptainBook AI can draft a workflow, but it cannot switch it on.

Because an active workflow runs repeatedly and unattended, you need to review and activate it yourself in the workflow builder.
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CaptainBook AI can create segments, but it does not edit or archive existing ones.

Changing a live segment can immediately change who belongs to it and affect anything connected to that segment.
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CaptainBook AI acts with your permissions.

If your user account cannot perform an action, the assistant cannot perform it for you either.

CaptainBook AI can keep short notes about you and your business so you do not need to repeat the same information in every conversation.

For example, it may remember that:

There are two types of memory:

Personal memory
Information about you and how you work. Only you see it.

Business memory
Information about the company. Everyone on the account can use it.

Notes can be:

When an inferred note is created, CaptainBook AI tells you about it.

Go to:

Profile → Assistant memory

Here you can see the notes the assistant currently holds and delete individual entries.

You can store up to:

If the limit is reached, the assistant will tell you instead of silently removing older information.

Adding or deleting a business note requires the Manage business memory permission.

Go to:

Profile → Assistant preferences

Here you can control how CaptainBook AI behaves for you, including switching memory off entirely if you prefer each conversation to start fresh.

CaptainBook AI usage is measured in credits.

Each plan includes a monthly allowance:

Your credit balance is shown in the dashboard.

On your billing day, your balance is topped back up to your plan's monthly allowance.

Unused credits do not accumulate month after month.

If you need more credits before the next monthly top-up, you can purchase additional credits from the billing screen, provided a payment method is on file.

Admins can see usage across the account in the AI usage dashboard.

Two permissions specifically control CaptainBook AI:

Use CaptainBook AI
Allows a user to open and use the assistant. Enabled by default for Admin and Manager roles.

Manage business memory
Allows a user to add or delete business-wide memory. Enabled by default for Admins.

The assistant also respects all your existing CaptainBook permissions.

This means two users on the same account may see different information or have different actions available to them.

Ask for the outcome you want, rather than telling the assistant how to find it.

For example:

“Which tours are underbooked next month?”

is better than:

“Query the occupancy report.”

If you use multiple business units, say which one you mean.

Always read approval cards before confirming changes, particularly availability changes that may affect many dates.

You can also ask CaptainBook AI to check its own work:

“Show me that segment again.”

And if it misunderstands you, simply correct it:

“No, I meant Thursdays only.”

CaptainBook AI is available on all subscription plans except the Legacy plan.
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Customer Segments have their own plan requirements.
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On Starter, CaptainBook AI can answer questions and work with your inventory, but it cannot read or build segments because segments require Extended or Ultra.
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Buying additional AI credits does not unlock the assistant on Free or Legacy plans.