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AI Concierge

The AI Concierge is an in-app assistant that helps administrators configure their organization by chatting in plain language. It can look up how the organization is set up, make configuration changes on request, and answer "how do I…" questions by searching the CareLaunch documentation.

The Concierge is off by default and is turned on for an organization by CareLaunch. Once enabled, it appears in the admin navigation only for users with the 'Orbital-AI-Users' role who have been granted access. Organization Admins and Instance Admins are not granted access to the Concierge.

Enabling the Concierge​

The Concierge is controlled by an organization-level feature flag (concierge). It is not included in any plan by default — it stays off until it is explicitly enabled for an organization.

CareLaunch enables it per organization from the internal admin console (Organizations > organization > Features), where the concierge feature is toggled on. Turning the flag off again hides the Concierge and closes it for that organization.

If you'd like the Concierge enabled for your organization, contact [email protected].

Opening the Concierge​

When the Concierge is enabled and your account has access, a Concierge entry appears in the left navigation sidebar. Selecting it opens the assistant.

  • It opens as a small docked window in the corner, which you can resize, or expand to full screen.
  • A switcher bar along the bottom of the screen lets you move between recent conversations, start a New chat, and pin the bar so it stays visible.
  • For a newly created organization, the Concierge can open automatically on the home page to walk through initial setup.

You can hold more than one conversation, rename happens automatically from your first message, and past conversations can be reopened or deleted from the conversation menu.

What the Concierge can do​

The Concierge works on your behalf using your own administrator permissions. Confirmed capabilities include:

  • Organization profile — view and update the practice name, address, phone, default outgoing email, and timezone.
  • Feature flags — view which features are enabled for the organization and turn specific features on or off.
  • Organization settings — view system settings and update a defined set of them (for example timezone, date/time format, default language, and notification preferences). Settings outside that allowed set must still be changed in the admin UI.
  • Documentation search — search the CareLaunch help center to answer questions about how features work and how to complete tasks, citing the underlying articles.
  • Setup guidance — walk through the setup checklist and help configure the organization step by step.

If you ask the Concierge to do something it doesn't have a tool for, it will tell you rather than guess.

Confirming changes​

By default the Concierge runs in a mode where every change requires your explicit confirmation before it is applied. When it proposes a change, the conversation shows an "Awaiting confirmation" state and you can confirm or cancel the action. Nothing is written until you confirm.

Depending on how CareLaunch has configured it, the Concierge may also run in a read-only mode, where it can review your configuration and answer questions but cannot make any changes. The composer shows a "Read-only mode" hint when this is the case.

Limits​

  • The Concierge is an administrator tool and only appears for users in the Orbital-AI-Users role who also have an admin role (Platform Admin or Organization Admin). It is not shown to regular users and is not granted to admins who are not also in the Orbital-AI-Users role.
  • It can only change the settings and fields listed above. Configuration outside those areas is done through the normal admin screens.
  • Messages are limited in length, and the assistant is rate-limited; if you send requests too quickly you may be asked to retry in a moment.
  • Answers about platform features come from the documentation. If the help center doesn't cover a topic, the Concierge will say so rather than make something up.

Need help? Reach out to us at [email protected].