title: “AI Insights”

This guide covers the AI Insights module. If your gallery has not switched it on (the Owner does that in Settings → Extensions), this page will not match what you see — skip it for now.

AI Insights

For gallery staff. Ask a question about your own records in plain English, read the weekly digest, and — in Settings — see exactly what the AI has cost and who is paying for it.

Two screens are covered here, because a gallery meets them together:

• AI Insights in the sidebar — the Ask, Insights and Digests tabs.
• AI usage & spend — the card at the top of Settings → Organization → AI.

AI Insights is an optional module. If it is not in your sidebar, it has not been switched on for your gallery (Settings → Extensions), or your plan does not include it — it ships with the Complete plan. The AI master switch on Settings → Organization → AI also has to be On; with it off, the AI across the whole product stops.

The short version

1. Open AI Insights in the sidebar. It opens on Ask.
2. Type a question and press Ask, or Ctrl+Enter (⌘+Enter on a Mac).
3. Read the answer — then read the chips underneath it, which say which of your records it came from.
4. If the answer is thin, an administrator presses Reindex now on the Insights tab and you ask again.
5. Nothing here is charged to you. Settings → Organization → AI shows what it has cost, against an allowance ChAImp funds.

Ask

The panel at the top of the tab says:

Ask questions across your CartonCrew data

AI Insights searches your artists, artworks (including provenance and condition notes), exhibitions, and published news posts, then answers in plain language — with links to the records each answer came from.

It then offers four examples, each one answerable from what your gallery’s index holds:

• “Summarize what we know about <artist>.”
• “Which available works are watercolors?”
• “Which works have condition notes worth checking?”
• “Which exhibitions featured landscape work?”

Until v1.704 this panel described clients, engagements, documents, donors and grants — the wording written for CartonCrew’s nonprofit customers. A gallery now sees wording about a gallery; the nonprofit wording is unchanged for them.

In detail, for a gallery running the usual modules, what gets read is:

A module you have not switched on contributes nothing. Draft news posts are never indexed — they are your notes in progress.

Patrons, classes and inquiries are not in the index, so Ask cannot answer questions about them — which is why none of the examples mention them. For a number about patrons or classes, see the weekly digest below, or open the Patrons or Classes screen itself.

Asking

Type into the box (the placeholder reads Ask anything about your artists, artworks, exhibitions… (⌘/Ctrl+Enter)) and press Ask. The button reads Asking… while it works. A question shorter than three characters is not accepted.

The panel is honest about the limit, and so is this guide: it answers qualitative questions — find, summarize, surface — and not exact counts or totals. “Which pieces mention water damage in their condition notes?” is a good question. “How many pieces sold last month?” is not; use the Artwork Catalog or a report for a number.

Answered questions stack up underneath, newest first, with the date. The list is your gallery’s, not yours personally — anyone at your gallery who can open this screen sees the questions everyone has asked, and the answers.

If nothing relevant was found the entry reads Not enough indexed data — Reindex (Insights tab, admin) and try again. That is not a failure of the question; it means the index is empty or stale.

The citation chips, and why they are the point

Under every answer is a row of small chips, numbered [1], [2], [3] and so on. They are the reason you can use this feature for anything that matters.

• Each chip names a record and the part of it that was read — for example [2] artwork/provenance or [1] artist/bio. The first half is the kind of record; the second is which part of it.
• The numbers line up with the answer. The answer cites its sources inline as [1], [2] — the same numbers as the chips. So you can take any sentence and find the record it rests on.
• Hover over a chip and you see the first couple of hundred characters of the actual text that was handed over. No hovering, no guessing.
• Click a chip and it opens that record. An artist chip opens that artist, an exhibition chip opens that exhibition, an artwork chip opens the Artwork Catalog, a news-post chip opens Studio Site.
• A chip with nowhere to go is plain grey text instead of a link. Not every kind of record has a screen to open; those chips still tell you what was read.

Two things worth knowing, because they change how much weight a chip carries:

The chips list everything that was handed to the model, not only what it used. Up to sixteen extracts are retrieved and shown. A chip is proof that something was available to the answer; the inline [n] in the text is what says it was used.

An answer with no chips at all has nothing behind it. If you see an answer and an empty row where the chips should be, treat it as a guess and check the record yourself.

This is the whole trust story. The product does not ask you to believe an answer — it hands you the records and lets you check in two clicks. Anything you would act on, act on the record, not the paragraph.

Insights

This tab shows risk and opportunity cards. Each carries a small badge reading risk or opportunity, a title, and a line of detail.

You do not create these. They are written with the weekly digest, which is why an empty tab says No insights yet — Risk & opportunity cards are generated with the weekly digest. A new gallery sees nothing here until the first digest has run.

Dismiss, at the top right of a card, takes it off the list. It is the only control on a card; there is nothing to edit and nothing to assign. Dismissing needs an account with edit rights or better — a view-only account pressing it gets Insufficient permissions, and the card stays. In practice this is a call for whoever runs the gallery to make, not for the front desk.

The index line, and Reindex now

Administrators — and only administrators — see a line above the cards with a Reindex now button beside it. Everybody else sees the cards and nothing else. The line reads one of:

Reindexing is a full rebuild, not a top-up. Pressing Reindex now:

1. reads every artist, artwork, exhibition, published news post and document in the modules your gallery has switched on,
2. splits each one into short extracts,
3. throws away the whole existing index and builds a new one from those extracts.

While it runs the button reads Reindexing… and is disabled, and the bar fills as extracts are processed. Nothing else about your records changes — this only rebuilds what the Ask tab searches.

Nothing is indexed automatically. There is no live or overnight update: a piece you cataloged this morning is invisible to Ask until somebody presses this button. That is the single most common reason an answer is wrong or missing, so reindex after a bulk upload, after loading a back catalog, and after any large round of edits.

A rebuild is capped at 800 extracts. A very large catalog will be indexed up to that point and no further, so the oldest-added records may not all be searchable.

If a rebuild is interrupted, the line can sit on reindexing… with nothing happening. After five minutes with no progress the button switches itself back on so you can start it again.

Digests

Once a week the product writes a digest of your gallery’s last seven days, emails it to every owner and administrator, and files it here. Each entry shows the period it covers and the write-up. The most recent twenty-six are kept, so roughly half a year.

The email comes out under your gallery’s own name, with your logo, address and contact details — the same branded shell the rest of your gallery’s mail uses.

The risk and opportunity cards on the Insights tab are produced by the same weekly run. Digest and cards go together: the cards are the digest’s findings, pulled out so they can be dismissed one at a time.

An empty tab says No digests yet — The weekly digest is emailed to admins and archived here. A gallery switched on part-way through a week simply waits for the next run.

What the digest looks at

The digest reads your gallery’s records directly — it does not depend on the index, so it needs no Reindex. It covers new artworks, artists, sales, inquiries and exhibitions for the week, and the standing backlogs: inquiries awaiting a reply, sales and refunds awaiting review, payouts owed to artists, and available works with no price.

If the Patrons module is on, it also covers your patrons: how many were added this week, how many are on file, how many have had no visit, sale or inquiry in 90 days, and how many have agreed to marketing email.

If the Classes module is on, it also covers your classes: how many published classes have a session still to come, how many were added this week, the places booked and the money taken this week, how many people are on waitlists, and upcoming classes that are under-filled — starting within three weeks with fewer than half their places taken, which is the one thing you can still do something about.

A module that is off is simply left out, so a gallery that does not run classes is never told it had no class bookings.

The digest carries counts, never names. No patron’s or student’s name, email, phone number or address is sent to the AI or kept in a digest — so a patron who asks to be erased leaves nothing behind in one. Where you need to know who, the Digests tab links to the live Patrons and Classes screens, which always show current records.

AI usage & spend

Settings → Organization → AI, at the top of the page. This whole page is for an Owner or an Admin — anyone else opening it is told Only an Admin or the Owner can manage the AI provider settings. Ask one of them to set this up. and sees none of the figures.

The card is headed AI usage & spend and says Your actual Claude usage from Anthropic — no markup. Four figures sit across the top:

Underneath, when there is an allowance to show against, a bar fills with the caption <n>% of this month’s included allowance used. It turns amber at 80% and red at 100%.

The card is read-only. There is no control on it — nothing to set, cap, top up or reset. It reports; it does not manage. The allowance is set by ChAImp, and changing it is a conversation with ChAImp, not a setting.

The figures are cached and refresh at most every 45 minutes or so, so a question you asked five minutes ago may not have landed on the card yet.

Am I about to be charged for this?

No. Plainly:

• The dollars on this card are not a bill to you. They are what Anthropic charged for your gallery’s AI use, passed through at cost with nothing added — which is what no markup on the card means. They are shown so you can see what you are using, not so you can pay them.
• Pro-bono? ChAImp pays, full stop. If ChAImp provides your AI at no cost, the card reports ChAImp’s figures even if someone saved an API key before your organization became pro-bono — that key is not used.
• ChAImp pays, up to the included allowance. The Pro and Complete plans include a monthly allowance funded by ChAImp. That allowance is the figure in Included allowance.
• When it runs out, the AI stops — it does not carry on and bill you. The moment Month to date reaches Included allowance, AI calls across the product are refused for the rest of the month with the message This month’s included AI allowance has been used. It resets next month; contact ChAImp if you need more before then. There is no overage, no automatic top-up, and nothing that can quietly spend past the number on this card.
• It resets on the 1st. Month to date starts again at the beginning of each calendar month, and the feature comes back on its own.
• Everything else in the product keeps working. An exhausted allowance stops the AI-powered parts only. Your catalog, sales, classes and website are untouched.

If your plan does not include it

A gallery whose plan has no allowance sees no figures at all — just the card title and this paragraph:

AI features, with a monthly allowance funded by ChAImp and built-in usage & spend tracking, are included on the Pro and Complete plans. Upgrade to use them, or contact ChAImp about an allowance for your plan.

That is the whole card. There is nothing to switch on, and no card details are ever asked for here.

Before your gallery’s usage tracking is set up

A gallery that has an allowance but whose usage reporting is not yet connected sees only Yesterday (UTC) and Month to date, both at $0.00, and the line Usage tracking will appear here once your AI workspace is set up. The allowance is real; the reporting has not started. AI features still work.

What the AI can and cannot see

This guide deliberately does not summarize that. Getting it slightly wrong in a paraphrase would be worse than not writing it down here at all.

The document that answers it is AI Data Privacy — Anthropic Privacy Policy impact on CartonCrew, which sets out what leaves the product, under which commercial terms, whether anything is retained, and whether any of it is used for training. It is held as an internal reference rather than published in the help center, so ask ChAImp for the current copy — that way you are reading the version that is actually in force.

What is safe to say here, because it is how the screen behaves: Ask searches only your own gallery’s records. Another gallery’s artists, artwork and exhibitions are not in your index and cannot appear in your answers, and yours cannot appear in theirs.

Who can do what

If it goes wrong

An answer is wrong, or says something that is not true of my gallery. Check the chips first — they are there for exactly this. Click the numbered chip the sentence cites and read the record. Almost always one of three things has happened: (a) the record really does say that and it is the record that needs correcting; (b) the chips point at something unrelated, which means nothing relevant was found and the answer was stretched — ask a narrower question naming the artist, the piece or the show; or (c) the answer describes your gallery as it was, not as it is, because the index was last rebuilt before you made the change. For (c), have an administrator press Reindex now on the Insights tab and ask again. If a sentence has no chip number against it and the row of chips is empty, do not act on it — there is nothing behind it.

The Ask panel talks about clients, donors and grants. It chooses its wording from your organization’s type. If your gallery sees the nonprofit wording, your organization is not set up as a gallery — report it to ChAImp. Ask about artists, artwork, exhibitions or your published news posts.

“Not enough indexed data.” The index is empty or has nothing close to your question. An administrator presses Reindex now, waits for the bar to finish, and you ask again.

Something I added today is not found. Nothing is indexed automatically. It becomes searchable only after the next Reindex now.

There is no Reindex now button. It is shown to administrators only. Ask an owner or administrator to press it.

The index line says “not configured on this deployment”. The search half of AI Insights is not set up for this installation, and Reindex now is disabled. This is not a setting in your gallery — report it.

“This month’s included AI allowance has been used.” Exactly what it says: the month’s allowance is spent, AI features are off until the 1st, and nothing is being charged to you in the meantime. Contact ChAImp if you need more before the reset.

“AI is disabled for this organization.” The master switch on Settings → Organization → AI is Off. An Owner or an Admin can turn it back on.

“Insufficient permissions” when I press Dismiss. Your account is view-only. Ask somebody with edit rights or above.

Included allowance and Remaining both read $0.00. Either your gallery’s usage tracking is not connected yet (the card says so in so many words, and the other two figures read $0.00 as well), or ChAImp has given your gallery an uncapped allowance, which the card has no way to show as anything but zero. Neither means you have no allowance. Ask ChAImp which it is.

The figures look out of date. They are cached for up to about three quarters of an hour. Come back later rather than reloading repeatedly.

I cannot find the AI usage & spend card. It is at the top of Settings → Organization → AI, and that page is for an Owner or an Admin. A gallery on a plan without an AI allowance sees the card, but with an upgrade message where the figures would be.

Related

• The artist roster and contact list — the records behind an artist citation
• Exhibitions & Shows — the records behind an exhibition citation
• Studio Website — where a published news post lives