Visibility Settings

How to control what the AI assistant shows to different users — per item, per audience, and per channel.

You control what the AI presents using the same Nexudus records you already manage, plus a small set of AI-specific fields on products, tariffs, and private offices. You also control which channels (chat, email, WhatsApp, voice) are active for each location.

The “AI Ready” badge

In the administration panel, any item that has Available to AI switched on shows an AI Ready badge in the list view. This makes it easy to see at a glance which of your plans, products, and offices are currently accessible to the AI without opening each record individually.

The badge appears in:

• Billing > Plans — for each membership plan tariff enabled for AI
• Billing > Products — for each day pass product enabled for AI
• Spaces > Floor Plan > Desks & Offices — for each private office enabled for AI

AI Items settings page

The quickest way to review and manage AI settings across all your items is the dedicated AI Items settings page. Go to Settings > AI > Items to open it.

The page has three tabs — Products, Plans, and Floor plan items — each showing a table with every record of that type. The columns are:

Column	What it shows
Name	The item name, with the location shown underneath
Price	The regular price of the item
Available	Toggle to enable or disable Available to AI inline
AI Notes	The current Notes for AI value, truncated. Click to edit inline
Show price	Toggle to enable or disable Show price to AI inline
AI Price	The current Price for AI value. Click to edit inline

You can search by name and filter by the Available to AI status. All changes are saved immediately — there is no separate save step.

Where to find the AI settings on individual records

On each plan, product, or private office record, the AI-specific fields are also available in a section called “AI agent settings”. This section is separate from the general settings for the item.

The fields for Notes for AI, Show price to AI, and Price for AI are disabled until Available to AI is switched on — you must enable the master switch before you can configure the other options.

AI-specific fields

These four fields appear in the AI agent settings section on Day Pass products, Membership Plans, and Private Office floor plan items:

Field	What it does
Available to AI	Master switch. If off, the AI will never mention this item — even if it exactly matches what the user asked for. Enabling this is what triggers the AI Ready badge in the list view.
Show price to AI	If off, the AI describes the item without mentioning its price. Useful when pricing is negotiated individually. Disabled until Available to AI is on.
Price for AI	An alternative price shown only in the AI chat. Overrides the regular price in AI responses. Useful for promotional rates. Disabled until Available to AI is on.
Notes for AI	Private notes the AI uses when describing this item. Not shown to the user word-for-word — the AI incorporates these notes naturally into its response. Use this to add context such as “this office has just been refurbished” or “available from the 1st of next month.” Disabled until Available to AI is on.

The standard Visible flag (present on products and plans) also affects the AI: when Available to AI is on but Visible is off, the AI acknowledges the item exists and suggests contacting the team, but does not show a price or a direct link.

Which item types the AI can work with

Not every product, plan, or floor plan item is eligible for the AI. Only certain types within each category are supported:

Day passes

Only products whose type is Day Pass can be made available to the AI. Other product types (extras, services, etc.) are not shown to the AI regardless of their settings.

Membership plans

The AI supports three categories of membership plan. Each category maps to one or more underlying plan types:

Category	Plan types included
Dedicated Desk	Full-time Dedicated Desk, Part-time Dedicated Desk
Hot Desk	Full-time Hot Desk, Part-time Hot Desk
Virtual Office	Virtual Office, Virtual

Plans of any other type are not available to the AI. Archived plans are also excluded automatically.

Private offices

Only floor plan items whose type is Office and that are marked as Available can be made available to the AI. Other floor plan item types (desks, meeting rooms, etc.) are not included.

If you have enabled Available to AI on an item but it does not appear in the AI Items settings page or in AI responses, check that the item’s type matches one of the supported types listed above and that it is not archived.

Quick reference

I want the AI to…	Settings
Show and sell this item with full details	Available to AI ✓, Visible ✓
Acknowledge this item exists but not show price or a link	Available to AI ✓, Visible ✗
Never mention this item at all	Available to AI ✗
Describe the item without showing any price	Available to AI ✓, Show price to AI ✗
Show a different price than the regular one	Available to AI ✓, Show price to AI ✓, set Price for AI
Give the AI extra context for its descriptions	Available to AI ✓, fill in Notes for AI

Access control per capability

The AI follows exactly the same access rules as the rest of your portal. There is no separate AI-level access control — you manage it in the same places you already use.

Capability	Access controlled by
FAQ answers	The Access > FAQs setting in your portal configuration: Everyone / Only members / Only contacts
Meeting rooms & resources	The Visible, Only for members, and Only for contacts flags on each resource
Location information	Always public — no restrictions apply
Day passes	The Available to AI and Visible fields on each product
Membership plans	The Available to AI and Visible fields on each tariff
Private offices	The Available to AI field on each floor plan item

If your FAQ articles are set to “Members only”, a prospect who is not logged in will receive a message saying they need to be a member to access that information — not the answer itself. The same applies to “Contacts only”. This is handled automatically; you do not need to configure anything in the AI separately.

Channel settings

By default, only the chat channel is active. You can enable the email, WhatsApp, and voice channels in your business settings:

Setting	What it controls
AI Email	Enables the email channel. When on, your space’s AI email address accepts inbound messages.
AI WhatsApp	Enables the WhatsApp channel. When on, your space’s WhatsApp number accepts inbound messages.
WhatsApp phone number	The Twilio-enabled phone number for your space’s WhatsApp channel. Required when AI WhatsApp is enabled. Each location needs its own number.
AI Voice	Enables the voice channel. When on, your space’s phone number accepts inbound calls.
Voice phone number	The Twilio-enabled phone number for your space’s voice channel. Required when AI Voice is enabled. Each location needs its own number.

The AI-specific fields on items (Available to AI, Show price to AI, Price for AI, Notes for AI) apply uniformly across all channels. There is no way to make an item available on one channel but not another — if it is available to the AI, it is available on chat, email, WhatsApp, and voice.

See Channels for a full comparison of channel behaviour and setup.