Manage AI Settings (Admin Guide)

Documentation Index

Fetch the complete documentation index at: https://support.affinity.co/llms.txt

Use this file to discover all available pages before exploring further.

The Affinity AI Settings page gives permitted users self-serve control over which AI and experimental Labs features are available to their organization. Instead of contacting your CSM to enable or disable specific AI capabilities, permitted users can manage feature access directly from Settings, with changes taking effect immediately for all users in the account.

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What you can control

• Core AI features: Notetaker, Industry Insights, and AI Chat (enable/disable for entire org)
• Labs program access: Turn the Labs experimental program on or off for your organization
• Specific Labs features: When Labs is enabled, control which experimental features are accessible
• Labs defaults: Set whether newly released Labs features are enabled or disabled by default
• Notetaker admin settings: Configure internal meeting notes and meeting note language (relocated from Notetaker Settings)

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Who this is for

Account admins and Operations users at firms who manage their team’s Affinity usage and need to ensure compliance with internal policies on AI tool usage.

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Who can access this page

Default access:

• Enterprise Admins (always have access, cannot be removed)
• Admins (have access by default, can be removed)

Customizable access: Admins can grant Standard users access via the “Manage Affinity AI feature access” permission on the Users and Permissions page.

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How to check your access

1. Navigate to Settings.
2. Look for Affinity AI in the left sidebar.
3. If you see it, you have permission.
4. If not, contact your Enterprise Admin to request access.

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How to access Affinity AI Settings

1. Log into the Affinity web app.
2. Click your profile icon (top right).
3. Select Settings.
4. In the left sidebar, click Affinity AI.

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Managing Core AI features

Core AI features are generally available Affinity AI capabilities (not experimental).

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Features you can control

Notetaker:

• AI-powered meeting transcription and summaries
• Automatically joins meetings and generates notes
• Integrates with Zoom and other meeting platforms

Industry Insights:

• AI-generated industry news and company updates
• Appears on company profiles
• Summarizes relevant market developments

AI Chat:

• Conversational AI interface to query your CRM
• Available in Affinity web app
• Natural language queries for meeting prep, pipeline, company search

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How to enable or disable Core AI features

From the Affinity AI Settings page:

1. Locate the Core AI Features section.
2. Find the feature you want to enable or disable.
3. Toggle the switch (blue = enabled, gray = disabled).
4. Click Save at the top or bottom of the page.
5. Changes apply immediately to all users.

When you disable a Core AI feature:

• Feature is no longer visible in the UI for any user in your account
• Users cannot access that feature’s functionality
• Feature-specific settings pages are hidden (e.g., Notetaker Settings page)
• Data previously created by the feature is preserved (e.g., meeting notes already generated)

When you enable a Core AI feature:

• Feature becomes visible and accessible to all users immediately
• Feature-specific settings pages appear in Settings
• Users can begin using the feature right away

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Notetaker admin settings

These settings have moved from the Notetaker Settings page to Affinity AI Settings: Create internal meeting notes:

• When enabled: Notetaker generates notes for internal Affinity meetings (meetings where all participants are from your organization)
• When disabled: Notetaker only generates notes for external meetings
• Default: Enabled

Meeting note language:

• Set the language for AI-generated meeting notes
• Options: English, Spanish, French, German, etc.
• Default: English

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Managing Labs access

Labs is Affinity’s experimental AI features program. Features in Labs are in trial/beta phase and may graduate to Core AI features or be retired based on feedback.

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Enabling or disabling Labs

From the Affinity AI Settings page:

1. Locate the Labs section.
2. Toggle the Labs program switch.
3. Click Save.

When Labs is enabled:

• Labs Settings page appears in Settings for all users
• Users can toggle individual Labs features on/off for their personal experience
• Permitted users can control which specific Labs features are accessible

When Labs is disabled:

• Labs Settings page is hidden from all users
• All Labs features become inaccessible
• Your Labs configuration is preserved (if you re-enable later, settings are restored)

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Controlling specific Labs features

When Labs is enabled, you can control which features are accessible. Available Labs features:

• Note Summaries — AI-generated summaries of notes
• Recent News on Profiles — Company news on profile pages
• File Analyzer — AI analysis of pitch decks and documents
• Suggest Field Updates from Notes — AI-suggested field values from note content

How to manage:

1. Ensure Labs is enabled (if disabled, individual feature controls are hidden).
2. In the Labs features list, toggle specific features on or off.
3. Click Save.
4. Enabled features appear on the Labs Settings page for users to toggle personally.
5. Disabled features do not appear on the Labs Settings page and are inaccessible to all users.

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Setting defaults for new Labs features

Control whether newly released Labs features are automatically enabled or disabled for your org. From the Affinity AI Settings page:

1. In the Labs section, find Default state for new Labs features.
2. Select:
   • Enabled — New Labs features are automatically accessible when released.
   • Disabled — New Labs features require you to manually enable them.
3. Click Save.

Choose “Enabled” if:

• Your team wants early access to experimental features
• You trust Affinity’s Labs development process
• You prefer to evaluate features as they release

Choose “Disabled” if:

• Your firm is risk-averse about experimental features
• You prefer to manually review new capabilities before rollout
• You have strict policies requiring pre-approval of new tools

Default: Enabled (new Labs features are on by default).

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Affinity AI Settings vs Labs Settings

Understanding the difference between admin controls and user preferences:

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Example workflow

1. Admin enables Labs and turns on Note Summaries + File Analyzer (but not Recent News).
2. All users see Labs Settings page with only Note Summaries and File Analyzer.
3. Individual user disables Note Summaries for their own account (personal preference).
4. Other users are not affected — they still see Note Summaries.
5. Admin later disables File Analyzer — it disappears for all users immediately.

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Managing permissions

How to grant Standard users access to Affinity AI Settings:

1. Navigate to Settings → Users and Permissions.
2. Find the Manage Affinity AI feature access permission.
3. By default: Enabled for Enterprise Admin and Admin.
4. To add Standard users:
   • Click the permission row to expand.
   • Check the box for Standard role.
   • Click Save.
5. Standard users can now access the Affinity AI Settings page.

To remove Admin access (but keep Enterprise Admin):

• Uncheck the Admin role.
• Enterprise Admin permission cannot be removed.

Why grant Standard users access:

• Your Operations lead manages tool configuration but isn’t an Admin.
• Standard users need visibility into what AI features are enabled.

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Frequently asked questions

Q: What happens when I disable a Core AI feature? The feature is no longer visible or accessible to any user in your account. Changes take effect immediately after you click Save. Data previously created by the feature (e.g., existing meeting notes from Notetaker) is preserved. Q: What happens to my Labs configuration if I turn Labs off and then back on? Your previous configuration is fully restored. If you had specific Labs features enabled or disabled before turning Labs off, those settings are preserved exactly as you left them. Turning Labs off is treated as a pause, not a reset. Q: Can I control access for individual users or teams? Not in this release. All settings on the Affinity AI Settings page are org-wide — access is either on or off for the entire account. Role-, team-, or user-level controls are not available at this time. Q: What happens to the Labs Settings page if I disable Labs? When you disable Labs access, the Labs Settings page is hidden from all users in your account. When you re-enable Labs, the page reappears and all user personal preferences are restored. Q: Will this affect the Notetaker Settings page? Notetaker admin settings (create internal meeting notes, set meeting note language) have moved to the Affinity AI Settings page. Individual user Notetaker preferences (Zoom connection, join automatically, appearance) remain on the Notetaker Settings page. If you disable Notetaker at the org level, the Notetaker Settings page will be hidden for all users. Q: I’m an A4S customer — does this apply to me? Admin AI Settings in A4S gives Admins the ability to control Notetaker access and manage its Admin settings. Q: Can I enable Labs but disable all Labs features? Yes. You can enable Labs for your organization (making the Labs Settings page visible to users) without requiring any individual Labs feature to be active. This represents an “opted in” state where users have access to the Labs page but no experimental features are currently available. This is useful if you want users to see that Labs exists without giving them access to specific features yet. Q: What if new Labs features are released while my default is set to “Disabled”? New Labs features will not be automatically accessible to your users. You’ll need to manually enable each new feature from the Affinity AI Settings page when you’re ready for your team to access it. Q: What if I navigate away from the page without saving? If you’ve made changes, you’ll see a confirmation modal asking if you want to discard your unsaved changes. If you haven’t made any changes, you can navigate away without any warning.

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Troubleshooting

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I can’t find the Affinity AI Settings page

Check:

1. You have the “Manage Affinity AI feature access” permission.

Solution:

• If you’re an Admin or Standard user and don’t see the page, contact your Enterprise Admin to check permission settings in Users and Permissions.
• Enterprise Admins always have access and cannot be removed from this permission.

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Changes I made aren’t taking effect

Check:

1. You clicked Save after making changes.
2. No error message appeared when saving.
3. Page refreshed or confirmation appeared.

Solution:

• Try refreshing the page to see if changes were applied.
• If the issue persists, contact support@affinity.co.

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Users are still seeing a feature I disabled

Check:

1. You clicked Save after disabling the feature.
2. Users have refreshed their browser or logged out/in.
3. You disabled the correct feature (check feature name and description).

Solution:

• Ask users to refresh their browser or clear cache.
• Verify the feature is showing as disabled in your Affinity AI Settings page.
• Changes are org-wide and immediate — if users still see it after refresh, contact support@affinity.co.

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I enabled Labs but users don’t see the Labs Settings page

Check:

1. Labs is enabled in your Affinity AI Settings page.
2. At least one Labs feature is enabled (or Labs can be enabled with no features).
3. Users are on web app (not A4S).
4. Users have refreshed their browser.

Solution:

• Verify Labs toggle shows as enabled and saved.
• Ask users to navigate to Settings → Labs to check if page appears.
• If issue persists, contact support@affinity.co.