Ops Copilot

Opening the copilot

Click the chat bubble in the bottom-right corner of any page. The copilot opens as a slide-over panel and is available everywhere in the app. It stays open as you navigate between pages.

What the copilot can do

The copilot can both answer questions and take actions. It works across nearly the whole app, and the heavier actions ask you to confirm before anything happens.

Actions that ask first

Most actions happen straight away and the copilot tells you what it did. A few carry enough weight that it proposes them first and waits for you to press Confirm:

• Publishing a form
• Sending an email broadcast
• Recording an outcome for an animal
• Changing the visibility of animals in bulk
• Paying out from a fund case
• Voiding an adoption agreement
• Writing vet details from a document into an animal's chart

Context awareness

The copilot knows what page you’re on. If you’re viewing Marigold’s record and ask "log a note," it knows you mean Marigold - no need to name her. If you’re on the dashboard and ask the same question, it’ll ask which animal you mean.

Navigate to the animal’s record first when you want the copilot to act on that specific animal. It’s faster than typing the name.

Memory - what the copilot remembers

The copilot has shared, persistent memory for your whole org. Anything it learns is remembered for future conversations by any team member - not just the person who told it.

It remembers things automatically when you state them:

• Team preferences ("We always require home visits for dogs")
• Animal-specific facts ("Marigold needs BID meds - morning and evening")
• Workflow rules ("Transport runs go out every Tuesday")
• Role information ("Carlos handles all our TNR outreach")

It also saves information when you explicitly ask: "Remember that we don’t adopt to apartments without a yard for large dogs."

Behind the scenes, the copilot searches its memory by meaning, not just matching keywords - so asking about "quiet homes" can still surface a note that said "no loud households," for example. If that search is ever unavailable, it quietly falls back to a plain keyword-and-recency search instead, so memory recall never just stops working.

Teaching the copilot your style

For AI-generated content like bios and social posts, the copilot learns your rescue’s voice through the Teach the copilot button that appears after any AI-drafted content. Click it to give feedback:

• "We always end bios with a call to action"
• "Keep captions under 150 characters"
• "We prefer 'fur family’ over 'pet owners'"

These preferences are saved per content type (bios, social posts, reminders) and applied automatically on the next generation.

Record updates - when the copilot changes your data

When the copilot takes an action that writes to a record (logging a note, updating a status, creating an intake), it always confirms what it did immediately after:

If the copilot isn’t sure which animal you mean, it’ll ask rather than guess. If it can’t complete an action (e.g., the animal doesn’t exist), it tells you and suggests what to do next.

Asking the copilot to create an intake

1. 1
   Open the copilot and describe the animal: "Create an intake for a 3-year-old male beagle mix found near downtown, tan and white, no microchip."
2. 2
   The copilot creates a draft intake record and confirms the details.
3. 3
   Go to the animal’s record to add photos and any additional fields the copilot couldn’t fill from your description.

Access by role

All team members can use the Ops Copilot, but what it can do is limited by your role:

• Admins & Coordinators - everything above, including forms, kennels, supplies, transport, and events
• Finance roles - fund cases, payouts, and email broadcasts
• Vets - can log medical notes and read animal records via the copilot
• Volunteers - can check shift schedules and ask general questions; cannot write to animal records or schedule/assign shifts

Does the copilot remember things between sessions?

Yes - memory persists indefinitely. If you told the copilot something last month, it still knows it. There's no spoken 'forget' command, though - to remove something, open the Brain icon in the copilot panel, find it under "What I remember," and click the trash icon next to it.

Can the copilot see donor or financial information?

The copilot has access to operational data: animals, medical records, fosters, contacts, and shifts. It can also open and pay out from fund cases and draft broadcasts if your role allows it. It does not touch your Fosterling subscription or billing settings.

What if the copilot does something wrong?

Go to the affected record and correct it directly. The copilot's writes are normal record edits - they show up in the activity log attributed to you (since you directed them) and can be edited or deleted like any other change.

Is there a history of my copilot conversations?

Yes - the copilot keeps one rolling conversation thread that reloads automatically every time you open it. It stays that way until you clear it yourself: open the Brain icon → trash icon → Clear chat history.

Can I use the copilot on my phone?

Yes - the copilot chat works on mobile. The Fosterling app is responsive, and the copilot panel adapts to smaller screens.