AI assistants

Connect WorkWing to Claude or ChatGPT and you can ask about your schedule, look things up and book work by typing what you want, without leaving the assistant.

The assistant acts as you. It works in the workspace you pick when you connect it, across every brand you hold there, and everything it does runs under your own permissions, so it reaches exactly what you reach in WorkWing and nothing else.

Check before you confirm

An assistant can misunderstand you, and everything it creates, books or cancels is real work other people will act on. Read back what it says it’s about to do before you agree, and check the result afterwards.

What you need

A WorkWing account you can sign in to, Claude or ChatGPT with connectors available, and this address:

https://api.workwing.io/mcp

Connecting in Claude

1. Open Settings > Connectors.
2. Choose Add custom connector.
3. Paste the address above and continue.
4. A WorkWing sign-in page opens. Sign in as you normally would.
5. A consent screen appears. Read it, then choose Allow access.
6. Claude confirms the connector is connected. Start a new chat to use it.

Connecting in ChatGPT

1. Open Settings > Connectors. In some accounts this sits under developer mode.
2. Choose to add a connector by URL and paste the address above.
3. Sign in to WorkWing and approve the consent screen, as above.

Note

ChatGPT’s deep research and company knowledge features look for two extra tools, called search and fetch. WorkWing provides both, so those features can read your jobs, customers, engineers and projects; each result links back to the record’s page in WorkWing.

The consent screen

The screen names the app that’s asking and says which host you’ll be sent back to. That hostname is worth a second’s attention: it’s what tells a genuine connector from one that registered itself under a convincing name. If it isn’t the assistant you’re setting up, choose Cancel.

Under What it will be able to do you’ll see two lines: reading your jobs, customers, engineers and schedule, and creating jobs, booking them in, adding notes and cancelling jobs.

If you belong to more than one workspace, the screen asks which one this connection works in. Pick it deliberately. The connection stays pinned to your answer, so an assistant connected to one workspace won’t start answering about another later.

Brands

If your organisation runs more than one brand, the assistant works in all the brands you hold, with the permissions your role gives you in each. They’re the same brands you can switch between in WorkWing. A brand you haven’t been given stays out of reach, even if you name it.

Everything the assistant finds says which brand it belongs to. Two customers with the same name in different brands are two different customers, so expect the assistant to say which brand each one is in and ask which you mean.

New work goes in the brand it belongs to:

• A job goes in its customer’s brand. A job inside a project goes in the project’s brand.
• The job’s type has to come from that same brand.
• Bookings, notes and cancellations stay in the job’s own brand.

If you name a brand and the customer, project or job is in a different one, WorkWing refuses the change and tells the assistant why, rather than putting the work somewhere you didn’t ask for.

When you’re given a brand, or one is taken away, the assistant catches up within a minute.

What the assistant can do

Look things up:

• Find a customer by name, phone number, email or postcode, with their sites.
• Find an engineer by name or email, with their current availability.
• Read the schedule for a period, for everyone or for one engineer.
• Find the gaps in an engineer’s day.
• Look up a job by number, or search for one by its title or its customer.
• List the kinds of work you have set up, matched loosely against what you called it. Ask for “fibre install” and it finds “Fiber Installation”.
• Find a project by its name, its customer or its number, and see its crew and its jobs, narrowed to one day if you want.

Make changes:

• Create a job for a customer, or as a job inside a project.
• Book an engineer onto a job at a time.
• Put an engineer on a project’s crew, so they can claim its unscheduled jobs.
• Add a note to a job.
• Cancel a job.

That’s the whole list. Everything else in WorkWing, including billing, your team and your settings, stays in the web app.

Setting one up for other people to use? Connect an AI assistant safely covers which of these change things, what WorkWing enforces on its own, and how to make the assistant ask before every change.

Things worth knowing

Free time is a shortlist, not a promise. When the assistant says an engineer is free, that’s based on their booked jobs and any absence recorded in WorkWing. It doesn’t know their working hours, their travel time between jobs, or whether they have the right skills.

A clash won’t stop a booking. Ask to book an engineer over something they already have and WorkWing does it, then tells the assistant about the clash. Make sure the assistant passes that on to you.

Cancelling is close to final. The assistant can’t undo a cancellation. Only someone with permission to reopen closed jobs can bring a cancelled job back, from the web app, and out of the box that’s Tenant Admin.

A job needs a job type before it can be booked. The assistant asks which kind of work it is rather than guessing, because a job with no type can’t be scheduled or assigned.

Adding someone to a project isn’t the same as booking them. Putting an engineer on a project’s crew makes them eligible to claim its unscheduled jobs. It doesn’t put them on any particular one. If you mean a specific day’s work, say so and the assistant books them onto those jobs instead.

Disconnecting

Remove the WorkWing connector in the same connector settings where you added it. That’s the normal way to stop it.

An administrator has a stronger option. Suspending or removing someone’s WorkWing account cuts their assistant off along with everything else they had access to, and it takes effect within a minute. Removing the connector at the assistant’s end depends on that person doing it.

When it isn’t working

The assistant can’t find anything. Check you approved the consent screen, and that the account you signed in with is a member of the right organisation.

It says you have no access to a workspace. The account you signed in with has no active staff membership in any workspace, or it’s been removed from the one this connection works in. The consent screen says the same thing up front: “Your account has no workspace that can connect an AI assistant.” Sign in with an account that’s a current member, or ask an administrator to add you.

External workers can’t connect an assistant. Only staff members of a workspace can.

It asks you to sign in again. Being asked occasionally is normal. If it happens constantly, remove the connector and add it again.

It says your account is suspended. Someone has suspended it in WorkWing. Signing in again won’t help, so ask an administrator.