❔ Frequently asked questions about AI in smenso

Here you'll find answers to the most frequently asked questions about AI features in smenso: what they can do, how AI credits work, and how to activate AI for your workspace.

Which AI features are available in smenso?

Short answer: AI features are included in your plan. They support you with writing, subtasks, summaries, status reports and analyses, as well as creating and expanding projects.

Specifically, the following features are available:

AI writing assistant
Helps you formulate and revise text in the title, description and comments of a task. You can shorten texts, make them clearer, adjust the tone or have them translated into another language. The text is inserted directly.

AI chat
Answers questions about the open task and its project, such as questions about dependencies, overdue tasks or the team's workload. At your instruction, it changes values such as due date, effort or priority, revises the title and description, and suggests subtasks. It does not change status or assignment. If a request is unclear, it asks follow-up questions.

AI subtasks
Suggests suitable subtasks based on a task's data. You can accept them individually or all at once.

AI summaries
Summarises a task or its comments at the click of a button.

AI comments
Suggests replies to comments, extracts agreed tasks and decisions from the discussion, and answers your questions about the comments.

AI status report
Creates a draft of your status report based on the tasks from the selected period. You decide the level of detail, the period and the data included. You set the overall status yourself.

AI insights
Creates a dashboard with suitable charts, lists and insights from a prompt or a list view, either in the project or for the entire portfolio. You save dashboards for your personal use and customise them using prompts. You can share individual widgets with everyone in the project overview.

AI project creation
Designs a new project with folders, tasks and subtasks, including dates and dependencies. The basis is either a free-form description, including images or PDFs, or an existing plan that AI transfers to smenso as faithfully to the original as possible.

AI project expansion
Meaningfully expands an existing project, for example by adding a risk analysis or another planning element.

Coming soon
In preparation are AI chat in the workspace, the writing assistant in additional fields such as project master data, AI search, AI project plan, AI flavours, AI formula editor, AI workflow builder and AI team members.

We are continuously expanding the range of features. We make new features available as soon as they are released. We determine which plan includes a new feature on a case-by-case basis.

Good to know: AI features generate suggestions and drafts. They may be wrong or overlook something. Therefore, check the results before using them further.

Which plans include AI features?

Short answer: All of them. There is no separate AI plan.

AI is an integral part of smenso. Whether you use Business, Business+ or Enterprise, you can use the AI features currently available in any plan.

We assign future features to the appropriate plans as they become available. This means that some new AI features may later be available only in certain plans. You can view which features your plan includes at any time in the feature overview on our website.

The difference lies in the usage volume. Each plan includes a monthly allowance of AI credits based on the number of paid seats:

These credits are not assigned to individual people. They go into a shared allowance that everyone in the workspace can draw from. For example, with 20 seats on the Business+ plan, the entire team has 5,000 credits available. Any differing agreements in your contract take precedence.

If you add seats during a month, the allowance increases proportionally for the current month and in full from the following month. If you reduce the number of seats, this will only take effect at the end of your billing period.

What are AI credits?

Short answer: Credits are the unit used to charge for AI usage. Each AI action consumes a specific amount of credits.

When you use an AI feature, computing effort is generated in the background. Credits represent this effort and make it transparent to you.

Where can I see my usage?
All members can see their own usage and that of the entire workspace in the app under Workspace settings. A small indicator in the avatar menu shows at any time how much of the shared allowance has already been used. From 85%, an additional notification appears in the sidebar. Workspace owners can find further analyses in the Admin Center under AI usage.

When is my allowance renewed?
Every month, on the day your subscription began. For example, if it began on the 17th, your credits are renewed on the 17th of every month. This also applies if you pay annually: billing then takes place once a year, but your credit allowance is still provided anew every month. If a month does not include that day, such as the 31st, the allowance is renewed on the last day of the month.

Are unused credits carried over?
No. Unused credits expire at the next renewal. They cannot be paid out or offset.

How many credits does an AI action consume?

Short answer: It depends on the feature and the specific case. Simple actions cost a few credits, while complex actions cost considerably more.

Differences between features
Having a short text rephrased consumes very few credits. Creating an entire project with its structure and tasks consumes many times more. The principle is: the more complex the action, the more credits it consumes.

Differences within the same feature
Usage can also vary for the same feature. It depends, among other things, on how extensive your input is, how much project and task data is included, and how long the result is.

For this reason, we cannot give you a fixed figure for an individual operation. The usage indicator in smenso can help you estimate consumption.

Can usage change?
Yes. We are continuously developing the AI features and occasionally adjust the usage logic, for example when switching to new models. We will announce significant changes in good time. There is no entitlement to a particular action permanently consuming the same number of credits.

Do failed actions also consume credits?

Short answer: Yes. Credits are consumed for processing, not for the result.

As soon as you start an AI action, processing begins in the background. This effort is incurred regardless of the final result. Credits are therefore also consumed if:

• the action ends with an error
• you cancel it while it is in progress
• you do not like the result and discard it

If the error is on our side, we will credit the consumed credits back to you upon request.

Tip: The more precise your input, the more likely the result will be right the first time. This saves you credits.

What happens when my credit allowance is used up?

Short answer: AI features pause until the next renewal. Everything else in smenso continues to work normally.

No automatic additional costs arise. We do not charge you for anything you have not deliberately purchased.

You have two options:

Wait until the next renewal
Your allowance is automatically renewed on the calendar day on which your subscription began. Until then, you can continue working in smenso without AI features.

Purchase a credit package
Credit packages permanently increase your monthly allowance. They apply to the entire workspace:

How to purchase a package: As a workspace owner, request a credit package in the Admin Center. Our sales team will then contact you with an offer.

How billing works: A package runs alongside your subscription. If you purchase it during an ongoing billing period, it is charged proportionally until the end of that period, and then together with your subscription, either monthly or annually. The credits from the package are added every month in any case, just like your included allowance.

Changing or cancelling a package: A larger package can take effect immediately. A smaller package or a cancellation takes effect at the end of your billing period.

If you need more than package L, contact us. We will put together a suitable volume for you.

Which AI models does smenso use?

Short answer: We use language models from leading providers via Microsoft Azure AI Foundry. Processing takes place exclusively in European data centres within Microsoft's EU Data Zone.

We decide which model to use based on technical and economic considerations. We sometimes use different models for different features because each has different strengths.

Can I select a specific model?
No. We determine the model selection and may change it at any time. This ensures that you always work with up-to-date and economically sensible technology.

A model change may affect result quality, speed and credit consumption.

Where is my data processed?
Processing takes place via Microsoft Azure AI Foundry exclusively in European data centres within Microsoft's EU Data Zone. Details about data processing can be found in our Privacy Policy and Data Processing Agreement.

How do I activate AI features for my workspace?

Short answer: AI features are initially deactivated. Only workspace owners can activate them for the entire workspace in the Admin Center.

Some companies want to use AI features only after a review by their data protection, IT security or works council teams. This is why AI is switched off by default in every workspace.

What happens while AI is not activated?
AI features are not visible or usable by anyone in the workspace. No credits are consumed.

Can I deactivate AI again?
Yes, at any time. This is also restricted to workspace owners.

Can I exclude individual fields from AI?
Yes. Flavours can be specifically blocked for AI. No AI feature includes blocked flavours.

Will my plan price be reduced if we do not use AI?
No. AI is an integral part of the plan, comparable to other features that you may not use. A price reduction or refund is therefore not предусмотрed.