What do the AI features do with our data?
Last verified October 18, 2026
Smart tagging sends some team text to Google's Gemini API so it can pick from your own tags, power search by meaning and choose wiki icons. AI Access lets members connect their own assistant. The bolts check also sends some record text to Gemini for every verified team. Nothing is used to train models.
Robolyst has two AI switches, under Features in Team Settings, and one check that doesn't have a switch. Both switches are on unless your team turns them off. Changing them needs "Manage settings".
Smart tagging
With Smart tagging on, Robolyst sends text to Google's Gemini API and asks it to choose from a closed list. It can't write new text into your records.
| Feature | What is sent | What comes back |
|---|---|---|
| Tag suggestions | Task titles and descriptions, documentation entry text, link titles | A small number of your own tags, shown as suggestions you click to accept |
| Inbox filing | The sender, subject and body of arriving mail | Up to 2 of your inbox tags, applied directly, plus an urgency guess |
| Search by meaning | Task, documentation entry and wiki page text, plus what you type into search | A list of numbers stored with the record |
| Wiki icons | Wiki page text, for pages nobody gave an icon | One emoji from the icon picker's set |
Tags are only suggested for a record whose tags are still empty. Inbox tags can be removed in one click. An urgency guess only affects push notifications, never email or the in-app bell.
Tag suggestions are requested when a record is saved. Search and wiki icons wait until the text has sat unedited for a few minutes. Each request is capped in length, and each team has a monthly limit on calls.
Smart tagging never touches money, cards, donations, reimbursements, member records, attendance or your public site.
AI Access
AI Access works the other way round. It lets a member connect their own assistant (Claude, ChatGPT or Gemini) to your team. What the assistant reads goes to whichever provider that member chose, under that provider's terms. See How do I connect Robolyst to Claude or ChatGPT?
The bolts check
When a documentation entry, a task or an outreach note is about to earn bolts, its text is sent to Gemini with one yes or no question: does this look like real work? A no means the record earns no bolts. Your record itself isn't changed. This runs for every verified team, whatever your AI switches say.
Training and storage
Robolyst calls Gemini on Google's paid tier, where Google may not train on what is sent. Robolyst doesn't use your content to train models either.
Robolyst keeps a copy of each request for 30 days: the text sent, the answer and the cost. Only platform administrators can open it, and it deletes itself after that.