Set Harvi up once, and it stops asking

Ask for it to be switched on

Your contact with us, then the top bar

Ask Harvi is not in any plan and has no switch in your settings: we open it for a workspace when you ask, and we set its daily limit. Tell us which workspace. If you are not yet on HarvestFlow Care, finish the quick start guide first — Harvi works from the clients, services and agreements you add there.

Once it is on, two things appear: an Ask Harvi button (a sparkle icon) in the top bar, which opens Harvi beside whatever tab you are on, and an Ask Harvi tab, which shows it as a full page with the day at a glance on top.

If the button is missing

Five things have to be true: HarvestFlow Care, the Appointments module, a sign-in that manages the schedule, the add-on switched on by us and, on a shared workspace, your own workspace sign-in. The provider's own tenant-level sign-in never sees it.

Find your way around

Ask Harvi › the header

Along the top: New conversation, Memory (a bookmark), Knowledge (a book) and Try it (a checklist) for everyone; then Guidance (sliders), Facts (a clipboard) and Report (a bar chart) for you alone. Everyone else in the workspace sees the first four and only the effect of the other three.

Type / as the first character and a short menu opens with the commands your sign-in can use — /today, /gaps, /overdue, /remember and the rest — each saying whether it answers now or asks a first question. Pick one and it goes into the box; nothing is sent until you press Send. Enter sends, Shift+Enter is a new line, and a Chinese or Korean word still being typed is never sent early.

Under the box, always: "Harvi can make mistakes. Nothing is saved until you confirm it on a card."

Facts: the usual visit length

Facts › Usual visit length

Press Facts. The first box is Usual visit length: type the minutes a visit usually takes, from 5 to 720, or leave it blank. From then on a booking that does not say how long fills this in, and the card says where it came from — "this workspace's usual length" after the end time — so you can check it before Confirm.

The order Harvi uses: a length you said in the message, then the client's standing (repeating) booking, then these facts, then the client's recent visits. If none of them answers, it asks "How long is the visit?" — it never guesses.

Nothing in this panel is ever sent to the AI model. It is read only to fill a card.

Facts: a length per service

Facts › Length per service

Press Add a service, choose it from your own list (type a few letters to search), and type its minutes. Up to 50 services, each once. A service's own length is used only when the request names that service; otherwise the usual visit length from step 03 applies.

A standing booking still wins

If the client has a weekly or fortnightly booking for that service, its length comes first. A standing booking for a different service does not set the length of this one.

Facts: who usually goes

Facts › Who usually goes

Press Add a client, choose the client, then the worker or staff member who usually goes. Up to 200 clients, each once. On a booking card that names nobody, and on a change-who-goes card, that person appears as a Suggested button with the reason in brackets — "Tom Lee (this workspace's usual)".

Nothing is chosen for you. The card books exactly what it shows until you press the button; pressing it makes a fresh card with that person, checked again from the start, so someone away that day or not engaged for the service is refused and your original card stays. A person who has been deactivated is never suggested.

A row marked No longer on file names a service, client or person since removed. Remove the row and save.

Memory suggestions live here too

At the foot of the Facts panel, "Let Harvi suggest memories from what I write" is off until you switch it on. On, Harvi may offer each person — from their own words, in their own Memory panel — something worth keeping; nothing is kept until they press Keep.

Knowledge: write your policies down

Knowledge › Add an entry

Press Knowledge, then Add an entry. A Title of up to eight words, in the words people ask with — "Cancellation policy", not "Policy 3". A Kind: Cancellation, New clients, Pricing, What to bring, Hours, Contact, Policy or Other. The Text, up to 2,000 characters, line breaks kept. Press Check to see whether it can be saved, then Save. Up to 20 entries.

When someone in the workspace asks — "what's our cancellation policy?", "取消预约有什么规定？" — Harvi says your document is shown below and puts the entry on a card exactly as you wrote it, at most two entries per question. It never rewrites or summarises an entry: it sees only each entry's title and kind, never the text.

What is refused, and why

A word that is the name of someone on your lists — a client, a worker, a staff member, even a first name in lower case, so a client called Grace means "say grace" must be reworded — a date of birth, or a health detail. Those belong on the person's record or in the care plan, never in a document the whole team reads. The office's own phone, email, address and fees are fine in the text.

Everyone who uses Harvi reads the entries in this panel; only you can add, change or remove them.

Guidance: a tone and your words

Guidance › How Harvi answers

Press Guidance. Pick a tone — Plain, Warm or Brief. Under Words Harvi uses, type the usual word under "Instead of" and yours under "Say": "client" → "participant", "worker" → "support worker". Up to twelve pairs; each at most four words (eight characters in Chinese), letters only. Save, and every conversation in the workspace uses them from the next message.

The words are swapped into Harvi's answer after it is written: whole words only, plurals included, never inside a person's name, and only in an answer written in the same language as the word. Harvi's own fixed lines — "Please check the details and confirm." — are never changed.

It is words, not instructions

There is no box for "always book two hours" or "always send Sarah" — deliberately. Guidance cannot make Harvi book, choose, ask or fill in anything you did not say in the message. A length, a time, a service or a worker comes from your message or the card, every time.

A word that cannot be kept says why — "Word 2 can't be kept: A word can't be anyone's name." Nothing is saved until every pair passes.

Memory

Memory › What Harvi remembers

Anyone can type /remember or start with "remember that …" — "remember that Mrs Chen prefers morning visits". A Remember this? card shows the words, editable, and About with the client or worker it concerns; Confirm keeps it. Each memory is that person's alone: nobody else in the workspace sees it, up to fifty, each one short fact about at most one person.

A memory is used only to understand what the person means — never to add a person, a time or a change they did not ask for. A memory that Mrs Chen prefers Tom never puts Tom on a booking by itself.

The panel lists everything kept, newest first: Forget removes one at once; Until… gives it an end date; Still true? appears at the top when a memory is near its end date, has been passed over twice, or has not been used in a month. Delete my conversations at the foot clears every conversation that person has, after a second press.

"Harvi can't keep that."

It never keeps phone numbers, emails, ID or account numbers, dates of birth, addresses, prices, health details, or a second person's name in one memory. Those belong on the record, the service or the care plan. Reword without the detail and it keeps the rest.

Try it

Try it › Try Harvi out

Press Try it. The list shows things worth trying — "See today at a glance", "Book a visit", "Press Confirm on a card Harvi prepares", "Ask Harvi to remember something", "Type / to see your commands" — and each person sees only what their sign-in can do. Press a row with words beside it and the words go into the message box; nothing is sent until Send.

A tick means you did that in the last seven days — from your own use only, worked out each time the list opens, stored nowhere. Two rows never tick: the "/" menu and Guidance leave nothing behind to check.

This is the best first hour with Harvi: work down the list, confirm one real card, and read the setup guide's part two while the team tries the rest.

The Report

Report › How Harvi is doing

Press Report and pick 7 days, 30 days or 90 days. Every figure runs to last night. Turns: how many messages Harvi answered, how many needed its thinking and how many it answered straight away, how many ended in an error, the typical wait. By task: one row per kind of task — asked back, proposed, confirmed, cancelled, confirmed after an edit, rated up or down — with a line for how many cards carried a Suggested button and how many were taken.

What went wrong lists the reasons people gave when they rated an answer unhelpful, what Harvi could not do and why, and why a save failed. Rates — confirmed as proposed, cancelled — appear once there are five proposals to count. Usage shows today's turns against the workspace's daily limit and when it resets, and this month's.

The report never shows a price, a cost, a name, a message or who asked. Office members and field workers have no Report button.

What to look for in week one

Many "asked back" on Book a visit means Harvi is asking how long or who — steps 03 to 05 fix that. Many "cancelled" means the cards are wrong before they are confirmed — open the thumbs-down reasons under What went wrong and read the Facts and Guidance again.

Ratings

Under any answer › the two thumbs

Under each answer are two thumbs. Up says "Thanks for the feedback." Down asks "What went wrong?" and offers eight choices — Wrong person, Wrong details, Didn't understand me, Asked too many questions, Did nothing, Odd wording, Too slow, Something else. A rating is kept only when a reason is picked, and nothing typed is ever sent with it: there is no text box.

You see the counts in the Report from the next morning, never who rated what. Ratings help us decide which answers to look at; they do not change what Harvi does.

The daily limit

Report › Usage, and the alerts bell

Each workspace has a daily limit we set when we switch Harvi on. Only messages Harvi has to think about count: confirming or cancelling a card, editing a detail on it, and the short commands such as /today do not. When it is used up, Harvi says "Today's assistant limit for this workspace is used up. It resets tomorrow." and the commands keep working.

At 80 % of the day's limit you — and only you — get one notification in the alerts bell, once a day: "4 of 5 Ask Harvi model turns used today; resets …". It reads See the report and opens the Usage section. If your team keeps hitting the limit, tell us and we raise it.

The day at a glance and the two notifications

The Ask Harvi tab, and the alerts bell

The Ask Harvi tab opens on the day at a glance — today's visits and what needs attention, each one openable — above the conversation. Make Harvi my home page makes the app open there at sign-in; it is your choice alone, and a second press turns it off.

At half past six, local time, the bell carries two kinds of notification, only when there is something to act on. Visits needing cover: visits today or tomorrow with nobody, or whose person is away, inactive or double-booked. Yesterday's loose ends: visits checked out but never finished. Each reads Open in Ask Harvi, which puts the visits on a card; the notification leaves the bell, and comes back only if the set of visits changes.

Only people who can use Harvi and manage the schedule see them; a practice's workers do not. Both can be switched off in Alert settings, for the whole workspace or one practice.

The rules that keep it safe

Everywhere in Ask Harvi

It saves nothing without Confirm. If a request that should have ended in a card did not, Harvi says "Nothing was prepared to confirm, so nothing will be saved." — and means it. Ask again, or finish in the app.

Names and money never reach the AI model. People on file become placeholders before a message is sent; phone numbers, emails, addresses and amounts you type are replaced the same way; invoice totals, visit amounts, pay rates and hours notes are never sent at all. The real values are put back only on your screen. That is also why a new client's name, a phone number and a rate are typed on the card, not in the chat.

It never guesses. No day, time, length, service or unit you did not say — it asks instead. A booking whose service the client's agreement does not cover gets no card; Harvi names the services the agreement does cover and asks which.

A change to a set is all or none. "Cancel every visit this week" gives one card per visit, up to three, all at once; more than that, and Harvi says how many there are and points to the schedule. The same for "change every service's rate". It never does some of them.

It drafts, it does not issue. An invoice from visits lands under Invoices → Drafts with no number; issuing, emailing, correcting and crediting stay in the Invoices tab. It never shows a rate or an amount for hours, never writes a progress note, never books a shopping trip, and takes no free-text instructions.

An older card cannot overwrite a newer edit: if someone changed the visit in the meantime, Confirm is refused — "The visit was changed by someone else." — and you ask again for a fresh card.