Settings for AI summaries and alerts
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Settings → AI summaries and alerts decides whether Focus writes AI summaries and raises workload alerts for your organization, and with which data. Everything that sends data to the AI or widens who sees what is off until the owner turns it on. Admins see the page and its values with the note “Only the owner can change these settings.”
Availability
Section titled “Availability”The Availability section at the top says “AI summaries can be used.” or “AI summaries cannot be used:” followed
by the reason. Workload alerts only need the Premium plan. When a summary cannot be made, the dashboard answers with
ai_insights_unavailable and one of these reasons:
| Reason | What the page says |
|---|---|
not_in_plan | ”AI summaries and alerts are part of the Premium plan.” (plans) |
disabled | ”AI summaries are not enabled for your organization yet.” |
not_pilot | ”AI summaries are currently enabled only for pilot organizations.” |
provider_unavailable | ”The AI provider is not set up for this service at the moment.” |
subprocessor_pending | ”The contract with the AI provider is not in place yet; AI processing cannot be turned on until it is.” |
processing_off | ”The owner has not turned on AI processing.” |
period_off | ”Summaries of this period are turned off for your organization.” |
budget_exceeded | ”The organization’s AI budget for this month is used up. Summaries start again next month.” |
The switches
Section titled “The switches”| Switch | Default | What it does |
|---|---|---|
| AI processing | Off | The main switch. While it is off, nothing is sent to the AI, whatever the other switches say. |
| Daily summaries | On | A summary of each finished day, made early the next morning, once AI processing is on. |
| Weekly summaries | On | A summary of each finished week, made early on Monday morning, once AI processing is on. |
| Team summaries | On | Summaries of teams with at least three members who agreed to the AI notice. |
| Managers see individual summaries | Off | Shows a person’s summary to the managers who can see that person. |
| Website domains | Off | Adds the domains of the most visited websites to what the AI gets (what AI summaries see). |
| Workload alerts | Off | Turns on the six alerts (workload alerts). |
| AI explanations | Off | Lets people ask the AI to explain an alert. Needs AI processing. |
| Daily e-mail digest | On | The 08:00 e-mail about new alerts. |
| Managers see individual alerts | Off | Shows the alerts of a person to the managers who can see that person, instead of team counts only. |
The Models section names the AI models that write the daily and weekly summaries and the explanations.
Alert thresholds
Section titled “Alert thresholds”In the Alert thresholds section each alert has its own On switch and its thresholds; the Personal baseline section sets the comparison period of the two baseline alerts.
| Alert | Default | Allowed |
|---|---|---|
| Unusual idle time | 2 standard deviations, at least 60 idle minutes | 1 to 5; 10 to 480 minutes |
| Night work | 22:00 to 06:00, at least 30 minutes | any quarter hour; 5 to 480 minutes |
| Overtime streak | 60 minutes of overtime on 3 workdays in a row | 15 to 480 minutes; 2 to 10 days |
| Long week | 50 hours | 30 to 80 hours |
| Weekend work | 60 minutes | 15 to 600 minutes |
| Productivity drop | 15 points or 2 standard deviations | 5 to 50 points; 1 to 5 |
| Personal baseline | 4 weeks, at least 10 days with work | 2 to 12 weeks; 5 to 40 days |
The night window is read in each person’s own time zone. Changing a threshold publishes no notice.
Turning something on
Section titled “Turning something on”Turning on AI processing, Website domains, Workload alerts, AI explanations or one of the two manager switches widens what leaves Focus or who sees what. So the owner:
- confirms their sign-in if it was more than 10 minutes ago (
step_up_required, confirming sensitive actions), and - reads the summary of the change, ticks “As the data controller, I confirm that our organization may process this
data in this way.” and chooses Confirm and save. Without this confirmation the change is refused
(
acknowledgement_required).
On confirmation, Focus publishes a new version of your organization’s AI notice in Turkish and English: the data used, whether website domains are included, whether managers see individual summaries and alerts, the provider, how long the data is kept and how to withdraw. Every employee is shown the new version the next time they open the dashboard, and until a person agrees, none of their data is sent to the AI (privacy notices). The change is also written to the audit log.
AI processing can only be turned on once the contract with the AI provider is in place (subprocessor_pending
above). Anthropic, the provider, is on our list of subprocessors.
Turning something off
Section titled “Turning something off”Turning a switch off or narrowing a setting needs no confirmation and publishes no notice. It always works, also while your subscription is read-only. With AI processing off, summaries that are still waiting are skipped; summaries that were already written stay until they expire after 180 days.
If someone else saved the page while you were editing it, saving is refused (version_conflict) and the page says
“Someone else changed these settings in the meantime. The current settings are shown; make your change again.”
The monthly AI budget
Section titled “The monthly AI budget”Each organization has a monthly budget for AI summaries and explanations, and the Monthly AI budget section shows
how much of it is used. At 80% the owner gets the notification “AI budget almost used up”. At 100%, no new summaries
or explanations are made until the next month (budget_exceeded); workload alerts keep working.