AI summaries

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An AI summary describes one day or one week of work in a few short sentences: a headline, up to five highlights and, now and then, a suggestion or a caveat. Focus calculates every figure itself, exactly as in the reports; the AI only puts the figures into words.

Daily and weekly, for a person and a team

There are four summaries:

Summary	What it covers	When it is ready
Daily summary of a person	One day, in the person’s time zone	Early the next morning
Weekly summary of a person	One week, Monday to Sunday	Early on Monday morning
Daily summary of a team	One day of the team’s members	Early the next morning
Weekly summary of a team	One week of the team’s members	Early on Monday morning

A person’s summaries are on My Focus in the AI summary card, and a team’s summaries on the dashboard’s team view in the AI team summary card when a team is selected. Each card has a Day and a Week tab. A day on which nobody worked has no summary. A team summary needs at least three members who agreed to the AI notice, so that it never describes one or two people.

Your organization’s owner decides which of the four summaries are made (settings).

Who sees which summary

Employees see their own daily and weekly summaries.
Managers, team admins, admins and the owner see the team summaries of the teams they can see in Focus. Employees do not see the summary of their own team.
A person’s summary is shown to a manager only when the owner turns on that option, and then only for the people the manager can already see in Focus. The option is off by default.

Focus checks who may see a summary on every request, with the viewer’s current role and teams: a role or team change applies at once. Every time a summary is opened, the view is written to the access log, so employees find it under Who viewed my data on their profile’s Privacy tab (my data).

The numbers come from Focus, not from the AI

The text of a summary contains no numbers. Each highlight is linked to the Focus metrics it talks about, and the dashboard shows their values next to it: for example worked time, productive time or the productivity percentage, together with the person’s usual level, the average of their last four weeks. So every figure you read is a Focus figure, formatted in your language.

Focus also checks the AI’s answer before it is shown. An answer with a number, a name, an e-mail address, a link or a word that labels people (about their health, mood or performance) is discarded, and the card shows that the summary could not be made.

Under each summary the card says Generated by AI, with the model, the prompt version and the time it was made, and the link What data was this summary made from? opens this article. The data itself is listed, item by item, in what AI summaries see. The card also reminds you: “Read a summary as a starting point for a conversation, not as an assessment.” Summaries do not score or rank anyone, and no decision about a person is made from them automatically.

Generate now and regenerate

Generate now: when a finished day or week has no summary yet, for example because summaries were turned on this week, choose Generate now on the card. A day is finished once it is over in the person’s time zone, a week once its Sunday is over.
Regenerate: makes a new version of an existing summary. The old text is hidden until the new one is ready, so the card never shows half of each.
Daily limit: each summary can be generated or regenerated 3 times a day, and each person can make 10 such requests a day. The limits start again at midnight in your time zone.

A summary is usually ready within a minute; until then the card says “The summary is being prepared. This usually takes less than a minute.” The card also shows how many requests you have left today.

When there is no summary

Code	What it means
`ai_consent_missing`	The person has not agreed to the AI notice, so none of their data is sent to the AI. If it is your summary, the card links to Open the Privacy tab of my profile (what AI summaries see); for someone else’s, it says “This person has not agreed to AI summaries.”
`period_not_closed`	The day or week is not over yet in the person’s time zone.
`summary_exists`	The summary is already there; use Regenerate for a new version.
`summary_in_progress`	The summary is being prepared; wait a minute and look again.
`ai_quota_exceeded`	The daily limit is used up; try again after midnight.
`team_too_small`	Fewer than three members of the team agreed to the AI notice.
`summary_not_found`	The summary does not exist, or you cannot see it.

When AI summaries are not available to your organization at all, for example because they are turned off, the card says why (settings).