What’s our refund policy? Do we have an employee handbook? What’s the current reimbursement process? Stop chasing down documents – use the AI Assistant in Performance Scoring to instantly access your most up-to-date policies and procedures.
Performance Scoring’s OpenAI and AI Assistant features are designed to make your meetings, documentation, and performance management smarter and more efficient. Instead of replacing your process, AI enhances it — helping teams move faster while staying aligned.
This guide walks you through how to use AI inside the platform and how to upload and manage documents so your AI Assistant delivers the most accurate, up-to-date information.
Using OpenAI Inside Performance Scoring
OpenAI is integrated directly into Performance Scoring to assist with clarity, productivity, and content generation.
What You Can Use It For:
- Drafting meeting summaries
- Improving task descriptions
- Refining headlines or announcements
- Assisting with performance review comments
- Rewriting or clarifying feedback
- Generating structured responses from Q&A discussions
The AI works best when prompts are clear and specific. For example:
- “Summarize this meeting discussion into 3 action items.”
- “Rewrite this feedback to sound professional but encouraging.”
- “Create a short recap email from this meeting.”
Best Practice:
Use AI to support thinking — not replace it. Always review outputs before sharing to ensure tone and accuracy match your organization’s standards.
Configuring AI Assistant Settings
Administrators can manage how OpenAI and the AI Assistant function across the organization.
Where to Find Settings:
Navigate to Administration > AI Settings (or OpenAI Settings).
Key Controls May Include:
- Enabling or disabling AI features
- Controlling which roles can access AI
- Managing API connections (if applicable)
- Setting usage preferences or limits
Before enabling AI organization-wide, confirm:
- Who should have access
- What type of content AI should assist with
- Internal guidelines for appropriate use
Keeping AI permissions aligned with roles ensures secure and intentional usage.
Uploading Documents to Improve AI Responses
One of the most powerful features of the AI Assistant is its ability to reference uploaded company documents. This allows users to pull information based on your most current processes and procedures — not generic internet data.
Why Upload Documents?
Uploading documents allows AI to:
- Reference internal SOPs
- Pull current policies
- Align responses with company standards
- Provide consistent procedural guidance
How to Upload Documents:
- Navigate to Administration > AI Settings (or Knowledge Base / Document Library).
- Select Upload Document.
- Add approved files such as:
- Standard Operating Procedures (SOPs)
- HR policies
- Training manuals
- Process documentation
- Vendor guidelines
- Save and confirm upload.
Once uploaded, the AI Assistant can reference this material when users ask process-related questions.
Updating Documents & Accessing the Latest Information
Keeping documents current is critical to maintaining accurate AI responses. When a policy or procedure changes, the best practice is to delete the outdated document first, then upload the revised version. This prevents conflicting information and ensures the AI references only the most up-to-date material.
To update a document:
- Navigate to the document library or AI document section.
- Locate and delete the outdated file.
- Upload the revised version.
- Confirm the upload is successful.
By maintaining clean documentation, your team no longer has to hunt through shared drives, emails, or folders looking for the latest version of a process. Instead, users can simply log into Performance Scoring, click the Chat Bot icon, and ask for the current procedure or document. The AI Assistant will pull from the updated files stored inside the platform, giving your team fast, reliable answers in one centralized place.
Link ChatGPT through OpenAI API Key
To activate AI features inside Performance Scoring, administrators can add their company’s OpenAI API key within the AI Settings section. Connecting your own API key enables secure access to OpenAI’s capabilities while keeping usage tied directly to your organization. This allows your team to generate meeting summaries, refine feedback, draft communications, and pull answers from uploaded documents in real time. Using your company’s API key also provides greater control over usage, billing transparency, and data governance, ensuring AI support aligns with your internal policies. By adding your API key, you unlock the full potential of the AI Assistant while maintaining ownership, security, and visibility over how it’s used across your organization.
When used thoughtfully, OpenAI and the AI Assistant become powerful tools for clarity, speed, and consistency — especially when paired with well-maintained documentation.
