What the AI copilot can do
A guide for everyone who uses EduSpaze Connect — schools, app vendors and the EduSpaze team — on what the copilot does, what it never does, and the step-by-step guides it comes with. Last updated 2026-10-31.
1. The copilot in one minute
- Where it is. The Copilot button at the bottom right of every portal page opens it. It can slide out over the page, sit docked beside it, or fill the screen; it remembers your choice.
- What it knows. How the platform works — the knowledge base EduSpaze keeps for your portal, and the page you are on. Each answer lists the articles it drew on.
- Your own records — only if your admin says so. Out of the box it doesn't read your school's or company's records. Your admin can let it read chosen areas — your leads, your apps' usage, your software register — so it can count, list and summarise them for you (§2). Under its greeting the copilot always says what it can read.
- Your language. School staff are answered in the language they chose for the portal. The vendor and EduSpaze portals are in English.
- Your plan. The copilot is part of a school's or vendor's plan. Without it, the guides' Steps still work in full; only Ask AI is missing.
- Some pages are quiet. On a page where you change sensitive data — writing to a parent, say — the copilot stands back and says so, and returns when you leave.
2. Letting it read your own records
Who decides. A school's admin, under School settings → Copilot & your data; a vendor's owner, under Copilot & your data in the menu (My company). Nothing is shared until they choose.
What they see. Every area of your records it could read, each saying exactly what it shares, what it never shares, and which roles could ask about it. For example:
| For | Areas |
|---|---|
| Schools | Pupils (counts by year group — never a pupil's name), Classes & groups, Connected apps, App usage, Software register, Subscriptions, Staff & access (counts by role), Academic calendar |
| Vendors | Leads (schools named only where your inbox names them), Quotes & contracts, Service plans & agreements, Profile & listing, Integration, Usage of your app (totals — never which school), Team |
Two keys. The copilot reads an area only if it is switched on and the person asking can already see that area themselves. A teacher who can't open the register can't ask the copilot about it either.
What you see in answers. An answer that used your records ends with From your data: and the areas it read. Ask things like “how many leads are waiting for a reply?”, “which apps were used most this month?” or “which renewals are due before March?”.
Every change is recorded in the audit log: who switched which area on or off, and when.
3. What it never does
- It does its job and nothing else. It only helps with using EduSpaze Connect. Anything else — personal matters, feelings, health, safety, small talk — gets the same one-line reply, every time, however it is asked: *“I can only help with using EduSpaze Connect — its pages, settings and tasks. I can't help with anything else.”*
- It never acts for you. It does not save, submit, send, invite, test or delete anything. Every change is made by a button you press, under your own permission — exactly as if you had pressed it on the page.
- It never sees a secret. Passwords, API keys, signing secrets and pupils' personal data are never put in front of the AI — not even in an area your admin shared.
- It doesn't decide. Where AI drafts something — a vetting summary, a report, a suggestion — it is a draft: a person reads it, changes it and decides.
- Every call is counted. Each AI answer is one call, recorded with its cost, so EduSpaze can see what the AI is used for.
4. Guides: a task, step by step
Some jobs span several pages — connecting an app, rolling one out to pupils, getting a school set up. Those have a guide: a strip at the top of the page shows how far along you are and what is next, and Open the guide puts it in the copilot's place.
A guide has two tabs, built from the same list of steps:
| Steps | Ask AI | |
|---|---|---|
| What you see | every step, where it stands, a progress bar, *Open the page* and the step's own buttons | a conversation that knows the same steps and where each stands |
| Needs AI | no — works on every plan | yes — where your plan includes the copilot |
| Good for | working down the list yourself | “why isn't this done?”, “what does this test failure mean?”, “what should I do next?” |
A step is done because the work is done. Nobody ticks a step: each is read from your records — a test that passed, a document submitted, pupils on the roster — so the guide is always true. A step marked *If it applies* only matters for some; *Needs attention* means something was tried and failed, and the step says what happened.
Without Edit, you see every step and where it stands, but not the buttons.
5. The guides
For app vendors
| Guide | Where | What finishing it gives you |
|---|---|---|
| Connect your app | Integration & API | Schools can open your app, pupils and staff get in — sign-in pages tested, opening inside EduSpaze Connect, an API key — and their time is measured. The steps carry the page's own buttons: *Check page*, *Run test sign-in*, *Check the site*, *Test opening*. |
| Get listed and vetted | Profile & pilot offer | Every input the vetting rubric scores — one-liner, icon, a published price band, a pilot offer, your application details — then EduSpaze's decision. |
| Publish a plan schools can buy | Service plans, Agreements | Terms of service, a plan with its documents (and any codes or accounts it hands out), submitted, approved, and marked ready for subscriptions. |
| Answer a lead | Lead inbox → a lead | Reply within the response time you promise, keep the stage current, send the quote the school asked for, and see it signed. |
| Set up your team | Team | Colleagues invited, a second owner, and someone chosen to answer schools' messages. |
For schools
| Guide | Where | What finishing it gives you |
|---|---|---|
| Getting set up | Getting set up | Your setup checklist — profile, calendar, sign-in, staff, roster, classes and what you need — with Ask AI beside it. |
| Roll an app out | Connected apps → an app | The app approved and given to classes, your school's sign-in details entered (a centre code, say), accounts loaded and tested, and opened to teachers. |
| Bring your pupils in | Pupils, Classes & groups, Roster sync | The roster imported or synced, classes with pupils in them, and every pupil able to sign in to the launcher. |
| Map your edtech | Software register, EdTech blueprint, Platform review | The blueprint answered; every tool listed with an owner, a renewal date and its data-protection agreement; a platform review. |
| Buy a plan | Subscriptions | A quote asked for and received, the documents accepted and signed, people given their places. |
| Open the parent portal | School settings → Parent access | Parent access on, what parents see chosen, the first invitation sent and accepted. |
| Start a new term | School settings → Academic calendar | The year and its terms dated, then the term-start checklist: roster, classes, leavers, apps and staff. |
A step for something your plan doesn't include is left out — it could never be done.
For the EduSpaze team
| Guide | Where | What finishing it gives you |
|---|---|---|
| Onboard a school | Schools → a school → Overview | The plan, the school's first admin, how it signs in, its roster and apps, and its own setup checklist finished. |
6. AI helpers on particular pages
Besides the copilot and the guides, some pages have a button that drafts something with AI. Each says it is AI, shows what it produced for you to check, and saves nothing until you do.
Schools
- *Recommendations → Why this match?* — explains a recommendation in plain words.
- *Platform review → Report for leadership* — a summary of what your platforms cost, with or without your edtech blueprint.
App vendors
- *Integration & API → Sign-in pages → Check page* — reads your sign-in page and suggests its settings.
- *Integration & API → Opening → Check the site* — checks whether your app can open inside EduSpaze Connect, and explains what to change if not.
EduSpaze team
- *Vetting → Draft summary* — a first scoring of an application against the rubric; a draft made today warns before it is drawn again, because each one is charged.
- *New vendor using AI* — reads a vendor's files and website into a draft record, step by step.
- *Bundles → Generate suggested bundle*, *Reports → Draft insight summary*, *EdTech blueprint → Find tools with AI* and *AI analyse & recommend* — drafts for a person to edit.
7. Getting the most from Ask AI
- Ask about the step in front of you: “what does *Needs attention* on the pupil sign-in mean?”
- Paste the words a test showed you — the guide already knows them, but your question tells it what puzzles you.
- If the answer says a step is done but you think it isn't, open its page: the guide reads the same records the page shows.
- No AI on your plan, or the AI unavailable for a moment? Ask AI then answers with the next step from the list, in the guide's own words.