AI

Rangefront uses Claude, from Anthropic, to help with writing and to answer the phone after hours. Everything the AI writes is a draft for a person to read and change. It never sends, saves or books anything by itself, with one exception: the phone assistant, which records what a caller says and makes booking requests and messages for the office to confirm.

What it does

Tidy up a job note. In the field app, a technician types or dictates a note and taps Tidy up. They see the tidied version next to what they wrote, and choose to use it or keep their own. If they use it, the office sees the tidied note with a Tidied by AI mark, and can open what the technician originally typed. Tidy up needs a connection. The note can always be saved as it is.

Draft a customer message. When you write to a customer by email or text, say in a few words what you want to tell them. You get a subject and body to edit before sending.

Draft a quote. On a quote, describe what the customer asked for. You get suggested lines from your price book, and sometimes alternative options, to accept, edit or discard. See Quotes. The field app can suggest lines on a draft quote in the same way.

Summary for the owner on a report. On a service report or commissioning certificate you can draft a plain-English summary for the property owner. You edit it and save it. It can only be saved on a report that has not been issued.

Phone assistant. If you turn it on, it answers calls during business hours, after hours or always, depending on the mode you pick. It greets the caller, tells them it is an automated assistant and that the call may be recorded and transcribed, and asks what they need. It can:

• find the customer from the number they are calling from
• look at which days have room for a visit
• record a booking request for the office to confirm, without booking a visit
• take a message
• flag an emergency, such as an overflowing tank or sewage backing up, and page the people on your on-call list
• put the caller through to a person, if you set a transfer number

Each call is kept with its transcript, summary and outcome under Admin, Calls. If the assistant is unavailable during a call, it takes what the caller said as a message, tells the office, and puts the caller through to your transfer number if you set one.

What data it sends

Each request sends only what that feature needs, for the company making it. Nothing from another company is ever included.

• Job notes: the note text, and the job type and system type if the note is on a job.
• Customer messages: what you typed, plus the customer's name, the job, site address, system and defect you are writing about.
• Quotes: what you typed, your active price book items (code, description, unit and price, up to 150 items), the site address and system. If you choose, the job summary, field notes and the site's access and hazard notes.
• Report summaries: the site address, system, visit result, checklist answers and defects on the report.
• Phone calls: what the caller says as text, the number they called from, and what the assistant looks up for the call: the matching customer and their sites, and open days in your schedule. The business details you enter in Admin, Phone agent are also included.

Text typed by people is passed to the AI marked as information to read, not instructions to follow. Prices, item codes and records in a draft are checked against your own data before you see them. A made-up price book item is dropped, and prices always come from your price book.

Rangefront keeps a log of each request: when, who, which feature, how long it took and how many tokens it used. It does not keep the text of the request or the answer in that log. Calls are the exception, as the transcript is part of the call record.

Limits

• Each company has a monthly limit on AI requests, counted across every feature and phone calls. The default is 3,000 a month, and the count restarts at the start of each calendar month. Admin, AI shows how many you have used.
• When the limit is reached, the AI features say so and stop until next month. Everything else keeps working.
• Long text is cut at 6,000 characters before it is sent.
• A request that takes too long, or fails, shows a plain message with a way to try again, or to write it yourself.
• Phone calls end after 14 turns or 8 minutes, whichever comes first. The assistant tells the caller it is wrapping up, and keeps what it has for the office.

Server administrators can change these limits. See the operations guide.

Who can use it

Using the AI needs the Use AI permission. Administrators, dispatchers and technicians have it by default. Managing AI and the phone agent needs the Manage AI permission, and viewing calls needs the Calls permission. People without the permission do not see the AI buttons.

Turn it off

Go to Admin, AI and switch AI off for the company. Nothing is sent to the AI while it is off. The buttons stay hidden or explain that AI is off. Phone calls then fall back to taking the caller's number and what they said as a message for the office, or putting them through if you set a transfer number. To turn off only the phone assistant, switch it off in Admin, Phone agent and leave the rest on.

On the same page you can set the tone of the writing (friendly, professional, formal or casual), add your own notes on how it should sound, and set a sign-off for customer messages.

If AI is not set up on the server at all, Admin, AI says so, and nothing runs until the server administrator adds the Anthropic key.