How the VOGSY AI works

VOGSY AI is an enterprise-grade artificial intelligence assistant built directly into your VOGSY environment. Unlike public chatbots that function as "black boxes," VOGSY AI is designed as a "Glass Box": it is grounded in your private data, fully governed by your existing permissions, and transparent about how it reaches its conclusions.

This article explains the core capabilities of VOGSY AI, how to use the Prompt Manager, and the technical infrastructure that ensures your data remains secure.

VOGSY AI is designed for the complexity of professional services, allowing you to query your data in natural language and perform actions without leaving the chat interface.

Context-Aware Intelligence (RAG)

We use a technique called Retrieval Augmented Generation (RAG). This means:

• Private Context: The AI understands your specific employees, customers, projects, and opportunities.

• No Public Training: Your data is never used to train public models.

• Unstructured Analysis: Beyond financial numbers, the AI can analyze unstructured data like emails, notes, and project comments to assess sentiment (e.g., "Is this client happy?").

Action Oriented (CRUD)

VOGSY AI is not just for reading data; it can help you manage it. Subject to your permissions, you can perform Create, Read, Update, and Delete (CRUD) actions on the four main entities:

• People (e.g., "Update my workload balancing for next week").

• Organizations (e.g., "Show me customers with outstanding invoices").

• Opportunities (e.g., "Create an update for my sales meeting").

• Projects (e.g., "Which projects are at risk based on budget overruns?").

The "Glass Box" Philosophy

To prevent "hallucinations" common in other AI tools, VOGSY AI shows its work. For every answer, you can view the intermediate steps the AI took to calculate or verify the result, keeping you in control of the logic.

Writing effective prompts is a skill. To ensure consistency and efficiency across your team, VOGSY includes a dedicated Prompt Management System.

• Curated Library: Super Users can save successful, high-value prompts into a master table in the Back Office.

• Context-Aware Suggestions: The AI panel is smart enough to know where you are. It will only show shared prompts relevant to your current view (e.g., "Summarize Opportunity" prompts only appear when you are viewing an Opportunity).

• Team Sharing: Once saved, these prompts become available to the wider team, helping junior staff leverage the expertise of senior managers.

VOGSY AI is built on the robust, enterprise-grade infrastructure of Google Cloud, ensuring that our AI meets the same high security standards as the rest of the VOGSY ERP.

Powered by Google Gemini 3.0 Pro

The core intelligence engine is Gemini 3.0 Pro. We selected this model specifically for its high reasoning capabilities, prioritizing accuracy over speed.

• Note: You may notice the AI takes a moment to "think." This is intentional latency as the model calculates, verifies, and documents its steps for you.

Data Isolation & Governance

• Firestore & BigQuery: Your data is handled securely within Google Cloud Firestore and BigQuery environments.

• Permission Mirroring: The AI respects your existing SSO and Role-Based Access Control (RBAC). If a user cannot see a project's margin in the VOGSY dashboard, the AI will strictly refuse to show it to them in the chat.

VOGSY AI is built to the highest international standards for trust and security.

ISO 42001 (AI Management Systems)

VOGSY is one of the first ERPs to adopt ISO 42001, the global standard for responsible AI management. This certification guarantees that our AI is not an experimental add-on but a fully governed system with strict protocols for:

• Risk Management: Preventing unintended outcomes.

• Transparency: Ensuring explainable results ("Glass Box").

• Accountability: Keeping humans in the loop for critical decisions.

Additional Certifications

Our commitment to security is reinforced by our broader compliance portfolio, which includes:

• ISO 27001 (Information Security).

• SOC1 & ISAE 3402 (Controls at a Service Organization).

VOGSY AI is an opt-in feature. It is disabled by default to ensure you have full control over when to introduce it to your organization.

1. Requirement: You must be an Administrator.

2. Navigate: Go to Back Office > General Settings.

3. Action: Switch "VOGSY AI" to "On".

4. Access: Currently, access is available to Full and Super users. (Lite users do not have access during the Alpha phase) .

Feedback: We encourage users to use the "Thumbs Up" or "Thumbs Down" buttons on AI responses. We do not store prompts by default, but we do store the specific prompt and answer associated with feedback to help us refine the system.