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Ask AI helps Program Admins look up program data, run reports, analyze spreadsheets, and prepare administrative changes.

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Opening Ask AI

Click Ask AI in your FieldX navigation. Choose a suggested prompt, type in the message box, or click What can I ask? to open the capability guide.
Program Admin Ask AI screen with red arrows marking the tab, What can I ask, and plus menu

Use the Ask AI tab, capability guide, and + menu to start a question or report.

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Ask about your program

Include the relevant term, cohort, student, site, or date range. For example:
  • “Which students are below half of their required direct hours for this term?”
  • “Which students have assigned forms that are still pending, and what are the due dates?”
  • “List every active supervisor with their credentials and how many students they supervise.”
  • “Which students are stuck in clearance, and at which step?”
  • “Which active sites have affiliation agreements expiring in the next 90 days?”
Ask AI uses the program associated with the conversation. State the term explicitly when it matters; do not assume a filter on another dashboard tab supplies it. Use follow-up messages to narrow an answer, change a breakdown, or request a bar, line, or pie chart. Review the returned records and ask for more detail if the result seems incomplete.

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Run a built-in report

Ask for a report by its current name, such as Hours Summary, Hours Log, Supervision Summary, Weekly Supervision Check, Requirement Check, or Assignment Completion Status. For example: “Run the Hours Summary for the current term, broken down by cohort, as an Excel spreadsheet.” Ask AI requests any missing report settings before generating the file. See Evaluations & Reports for the report catalog.

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Exporting results

To create a custom report, open the + menu and choose Generate Report. Choose Internal or CACREP format and describe what to include. Ask AI uses the conversation’s data to build the document. If you want reports saved to Google Docs, use the Google Drive connection option on the report card.

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Attach a spreadsheet

Drag up to five Excel or CSV files onto the chat, or use the + menu. Then ask a question about the files, such as:
  • “Summarize the attached file and flag anything unusual.”
  • “Compare this spreadsheet with our roster and show who is missing from FieldX.”
  • “Total hours per student in this file and compare them with the hours logged this term.”

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Review proposed admin changes

Ask AI can draft member invitations, cohort creation and enrollment changes, placement-level changes, and form assignments.
  1. Describe the change, or attach a roster.
  2. Review the draft card. Check each person, email address, role, cohort, and date. Fix or skip rows as needed.
  3. Click Approve only when the draft matches the change you want.
Approving applies the changes and records the approval under your account. For invitation drafts, also review whether welcome emails should be sent. Ask AI does not remove members from the entire program, change a student’s specialty, or edit an existing form. Use the relevant admin screen for those changes.

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Managing conversations

Chats are saved between sessions. Use the conversation list to return to a previous result, Pin, Rename, or Delete a conversation. Use the new-conversation button to start a separate topic.

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When an answer needs another look

If a response is wrong or incomplete, include a specific name, cohort code, term, or date range and ask again. Check the underlying student or assignment record when the data itself looks incorrect. For help, email tiko@simcare.ai.