Tool Control: The Assistant Acts Inside Your Systems

Tool control means the assistant does not only read your connected systems but also operates them. Seventeen forms are available: seven in the core — capture a request, take an appointment request, hand over to a human, search the catalogue, put together a cart in the chat, query an external system, pre-fill a form on your site once the visitor confirms — and ten for calendar, inventory, catalogue, customer management and ticketing; querying an external system and these ten come in the Custom package. Every tool is registered as reading, writing or irreversible; confirmation is the default. Anything that does more than read is first shown as a proposal, and only a click by the visitor carries it out. Every call is then recorded in the log, with input, result, duration and the path by which it was approved. How your own processes can be mapped is shown on custom functions.

Ten shapes ship with the product in the Custom package, covering five areas: calendar, inventory management, catalogue, customer management and ticket system — plus a general tool for any read-only interface. That covers your shop based on Shopware in the Community Edition, order and stock enquiries, free slots and bookings, price lookups, customer creation, activities, callback notes and opening a case. Each of these shapes is remote and needs a stored address; reading ones may run automatically, writing ones ask before execution. Internal addresses are blocked and redirects are not followed. In the initial consultation we check which interfaces exist and connect the matching actions. How the assistant technically reaches your website is described under integration and embedding.

The frame around it is tight and anchored in the code. The assistant calls only tools you have entered and switched to active; there is no open access to your systems. Anything that writes is forced to confirmation when created or changed, no matter what the request says — without confirmation only something that reads and is explicitly set to automatic will run. Every call leaves a log row that is written before execution and knows seven states, from proposed to deadline exceeded. A one-time key made of conversation, tool and sorted input prevents double execution, and a missing required field prevents execution altogether. At most five calls run per answer. More under tool control.

Permissions are the heart of tool control. The assistant is offered only what is active and what the role of the conversation is allowed to call; a muted conversation gets no list at all. Every tool carries a kind — read, write or irreversible — and an approval mode: automatic or only after confirmation, with confirmation as the preset. This way an availability query runs without a prompt, while a cancellation runs only after explicit consent. Kind and schema come from the register and not from the request, and one answer carries at most five tool calls. Hosting is in Germany and the answers are generated by a specialised model provider, also outside the EU on the basis of standard contractual clauses; details under privacy and hosting.

It takes appointment requests and captures leads; both are built-in tool types. The appointment type takes appointment requests, reschedules and cancels; all three acts live in one tool, the kinds of appointment on offer come from your own list, and a request becomes an appointment once your business confirms it. The lead type writes name, email, phone and request into your company inbox and attaches files uploaded earlier in the conversation. If the record should go into an external customer management system instead, the crm_lead adapter takes over in the Custom package, writing and requiring confirmation. In the Custom package, two events go out to an event receiver along the way: lead.created and appointment.requested. More under booking assistant and lead assistant.

Tool and API control belongs to the Custom package: a one-time setup from 4,900 € net, with operation according to the scope of the connected systems and actions. Included are the connection, reading and writing actions with permissions, hosting in Germany and care. Seven tool types are available in the core: lead, appointment, handover, product search, cart, a freely configurable HTTP action and pre-filling a form on your site once the visitor has confirmed the details. Lead, appointment request and cart carry a one-time key made of conversation, tool key and sorted input, so that a repeat does not create a second record. We estimate the scope without obligation in a free initial consultation; all packages are listed under pricing. All services can be cancelled monthly; there is no minimum term.

It puts together a cart in the chat that sits with XICBOT, not in your shop; checkout and payment stay in your shop. The cart tool type knows six kinds of change — set, add, update, remove, clear and coupon — with at most 99 units per position; the chosen variant belongs to the position. In the chat this becomes a card with line items, total and a shipping line. Because changing is a write operation, it does not run unconfirmed: the proposal stands in plain text, only the click executes it, and a double click does not change anything twice. The total is calculated with the current price from your shop based on Shopware Community Edition; if the shop cannot be reached, with the last synced price and its date. “Continue” opens your shop's stored address with a one-time pickup key that lets your shop fetch the cart from XICBOT through a read-only pickup address; your shop has to integrate that pickup itself. No order, customer account or checkout is created in the shop by this. More under cart assistant.