Overview
The AI Buddy Dashboard gives you insights into how new hires use the AI Buddy within Appical. You can see how many people use the AI Buddy, how often they ask questions, which topics come up most frequently, and which content is used to answer their questions.
How can you use these insights?
The AI Buddy Dashboard can help you make your onboarding experience even better. For example, you can:
Understand engagement: See how many new hires actively use the AI Buddy.
Discover common questions: Find out which topics new hires need the most help with.
Improve onboarding content: Identify information that could be clearer or easier to find.
Identify missing information: Review unanswered questions and consider adding relevant content.
Monitor usage: See how AI Buddy activity changes over time.
By reviewing these insights regularly, you can better understand what new hires need and continue improving their onboarding experience.
How to use the AI Buddy dashboard
→ Filters
At the top of the dashboard, you can use filters to choose which data you want to see. The dashboard updates based on your selected filters:
Groups: Select one or more groups to view AI Buddy usage for specific groups of users.
User status: Filter the results based on the status of users, such as active or archived accounts.
Date range: Select the period you want to analyse.
What each section means
→ Usage
This section shows how often new hires interact with the AI Buddy.
Active users
The number of unique users who asked the AI Buddy at least one question during the selected period. For example, if the same person asks five questions, they still count as one active user.
Conversations
The total number of conversations started with the AI Buddy. A conversation ends after 30 minutes without a new question. If a user returns after that time, it counts as a new conversation.
Questions asked
The total number of questions users have asked the AI Buddy. Each question is counted separately, even when multiple questions are asked within the same conversation. The AI Buddy's replies are not included.
Average questions per user
The average number of questions asked by each active user. This is calculated by dividing the total number of questions by the number of active users.
Example: If 3 users ask a total of 21 questions, the average is 7 questions per user.
Average questions per conversation
The average number of questions asked during each conversation. This is calculated by dividing the total number of questions by the number of conversations.
Example: If 21 questions were asked across 6 conversations, the average is 3.5 questions per conversation.
Usage over time
This graph shows how AI Buddy usage changes over time. It displays two measurements:
Questions: The number of questions asked each week.
Conversations: The number of conversations started each week.
You can use this graph to identify when the AI Buddy is used most frequently and whether usage increases or decreases over time.
→ Answers and content
This section helps you understand how questions are handled and which content the AI Buddy uses to provide answers.
Question outcomes
This chart shows how questions ended, grouped by outcome. It shows the percentage of questions in each category.
Successfully completed (green): The AI Buddy successfully completed the interaction. Greetings and small talk are also included.
Guardrail blocked (yellow): The question was blocked by the AI Buddy's safety or content restrictions.
Error (blue): An error occurred while processing the question.
📌 Note:
A successfully completed interaction does not necessarily mean the answer was correct or helpful. It means the interaction was completed without an error or being blocked.
Questions that have not yet been classified may temporarily appear as No relevant content found (unclassified). Classification runs once a day.
Most referenced content
This chart shows which content the AI Buddy refers to most often when answering questions. This can include:
Course content
Checklists
Documents
Onboarding information
Other available content
The number next to each item shows how often that content was referenced.
Why is this useful?
You can identify which information new hires frequently need and which parts of your onboarding content are most relevant to their questions.
Topics
This section shows which subjects new hires ask about most often and helps identify information they may need additional support with.
→ Top topics asked
This chart groups questions by topic and shows which subjects are mentioned most frequently. For example:
Employee personal details
Company information
Getting started with onboarding
Salary and benefits
Dress code
Language support
The number next to each topic indicates how many questions were classified under that subject.
💡 Why is this useful?
You can use these insights to identify what matters most to new hires and where your onboarding content could be improved. If many users ask about a specific topic, consider making that information easier to find or adding more details to the course.
→ Most common unanswered questions
This section shows the questions that the AI Buddy could not answer. It helps you identify potential gaps in your onboarding content.
For example, if several new hires ask about parking options and the AI Buddy cannot provide an answer, you may want to add this information to your course content.
📌 Note:
If the section displays No data, there are no unanswered questions available to display for the selected filters.
Export your data
You can export the dashboard data by clicking Export in the top-right corner. This allows you to use the information outside the dashboard, for example when reviewing AI Buddy usage or discussing improvements with your onboarding team.
→ Export individual sections
You can also export data from individual dashboard sections.
Depending on the available export options, you can choose:
CSV: Export the data as a CSV file.
XLSX: Export the data as an Excel spreadsheet.
PNG: Download the chart as an image.
Recurring export: Schedule an export to receive updated data automatically.
Setting up alerts
You can set up alerts in the AI Buddy Dashboard to receive automatic notifications when specific conditions are met.
For example, you can create an alert to monitor questions that are blocked by the AI Buddy's guardrails or when the number of errors increases.
This helps you keep track of important changes without having to check the dashboard manually.
→ Create an alert
Find the dashboard section you want to monitor, such as Question outcomes.
Click the bell icon to set up an alert.
Give your alert a name, for example AI Buddy – Blocked questions.
Set up the Trigger to define when the alert should be activated.
If needed, add a Filter to narrow down which data should be included.
Click Next to configure the frequency and notification channel.
Click Create to save your alert.
→ Understanding the Trigger options
The Trigger determines when an alert is activated.
You can configure it by selecting how the data should be calculated, which data field to monitor, and the condition that needs to be met.
Calculation options
Option | What does it mean? |
Sum | Adds all values together. Useful for monitoring totals. |
Average | Calculates the average value of the selected field. |
Weighted average | Calculates an average while giving some values more importance based on their weight. |
Rate | Calculates a rate using the selected data. |
Median | Finds the middle value when all values are placed in order. |
Count rows | Counts the number of records that match your conditions. |
Count distinct | Counts unique values, excluding duplicates. |
Minimum | Finds the lowest value. |
Maximum | Finds the highest value. |
Standard deviation | Measures how much values vary from their average. |
💡 Tip: If you want to monitor how many times a specific event occurs, such as blocked questions, Count rows is usually the most useful option, provided each record represents one event.
Condition options
After choosing a calculation and data field, select the condition that should trigger the alert.
Condition | What does it mean? |
Equals | The result matches a specific value. |
Not equals | The result is different from the selected value. |
Less than | The result is below a certain value. |
Less than or equal | The result is equal to or below a certain value. |
Greater than | The result is above a certain value. |
Greater than or equal | The result is equal to or above a certain value. |
Is missing | No value is available for the selected field. |
Is not missing | A value is available for the selected field. |
💡Example: Get notified about blocked questions
Let's say you want to receive an alert when more than 5 questions are blocked by the AI Buddy's guardrails.
You can configure the alert as follows, if the relevant Question outcomes data fields are available:
Alert name: AI Buddy – Blocked questions
Calculation: Count rows
Data field: Select the relevant question or outcome record.
Condition: Greater than
Value: 5
Filter: Select the question outcome field and set it to Guardrail blocked.
This ensures the alert counts only questions blocked by guardrails, rather than all questions.
→ Choose how often the alert is checked
Under Frequency, you can select how often the alert conditions should be checked.
For example, selecting Every 1 day checks the alert conditions daily.
→ Set up email notifications
Under Channels, you can choose where the notification should be sent.
To create an email notification:
Click Create new channel.
Select Email channel.
Enter a name for the channel.
Optionally add a message and email subject.
Add the email addresses of the people who should receive the notification.
Click Create to save the channel.
Select the channel and finish creating your alert.
Once the alert is active, its conditions will be checked according to the selected frequency.
💡 Tip: Alerts can help you monitor unusual activity, such as an increase in blocked questions or errors. Reviewing these changes can help you identify potential issues or areas that need attention.
👉 Let us know if this article answered your question by using the buttons below. If not, get in touch with our Support Channel for more information.