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About VMXpert

VMXpert is the AI assistant built into VMX POS. It's designed to help garden-center staff get answers, look up live data, and work through problems — without having to search the full documentation site or wait on hold.

Open VMXpert from the Support Center modal (the "?" or "Help" button in the top bar).

Anyone on your team can open a two-minute tour of what VMXpert can do — click the ✨ button at the top of the chat window.

What VMXpert can help with

  • How-to questions — "How do I do a return?", "How do I issue a gift card?", "How do I apply a discount?" VMXpert reads from the same documentation site you can browse directly, and cites its sources so you can click through to the full page.
  • Finding things on screen — "Where is the daily sales total?", "Where do I change the tax rate?"
  • Understanding what a screen means — "What does this button do?", "What is the X/Z report?"
  • Troubleshooting — "The register is stuck", "Items aren't showing in search", "Printer stopped working"
  • Live data lookups — "How many hanging baskets do we have?", "What was our total yesterday?", "When was the last time we ordered from this vendor?" VMXpert can query live operational data (inventory, receipts, customers, purchase orders, deliveries, gift cards, vendors, and more) — no need to navigate to the right report.
  • Simple computations and downloads — VMXpert can summarize data, do quick math, and generate CSV or Excel files for you to download (e.g., "give me a list of all items in the 'Perennials' department with their current prices"). Large queries return as a download link instead of scrolling through rows inline.
  • Staying on context across sessions — VMXpert remembers facts you tell it ("remind me that we use size 'QT' for quart pots") and surfaces them in future conversations.
  • Showing and walking through things on the current page — it can read what's on screen, highlight fields, and explain what it sees.
  • Making changes for you — VMXpert can update items (prices, names, departments, reorder settings), create and manage purchase orders and their line items, and maintain vendor part numbers. Nothing is applied silently: it shows you a preview of exactly what will change, and you click Apply (or an approver signs off via Approvals). Each change also respects the same employee permissions the admin pages use.
  • Creating care sheets — ask for a care sheet for an item, a department, a collection, or a group ("make a care sheet for our roses") and VMXpert drafts a one-page branded PDF — your logo and colors, care instructions written for your region, photos of your own items — and shows it to you for review. Once you approve, it attaches the sheet as a care guide, so it's automatically offered on emailed receipts whenever a matching item sells.
  • Filling in missing data in bulk — plant attributes that were never entered, website descriptions, sign blurbs. It counts the job first, shows you a sample, tells you what the whole run costs in credits, and applies it in small batches you confirm. See Making Changes.
  • Email campaigns (needs Marketing access to create or send) — ask how past campaigns did, or how many people a segment would actually reach once consent and unsubscribes are applied. With Marketing access it can also build the list, draft the email from one of your templates, and schedule the send for your approval.
  • Pricing formulas (needs Configuration access) — the automatic discounts your register applies (employee, military, landscaper) and your delivery-fee-by-distance schedule. It reads the current rule, dry-runs a proposed change against your real sales and shows what would move in dollars, then saves only with your approval.
  • Designing sign templates (enabled per-client by VMX — contact help@vmxllc.com to turn it on) — ask for a bench-card or shelf-talker design ("design us a sign for the perennials") and VMXpert drafts an item-sign template built around your store's own attributes, photos, and brand color, with a preview link showing it on your real items. Drafts change nothing on the floor; the template goes live and gets mapped to your items only after you click Approve. It can also write short per-item sign blurbs, applied through the same preview-and-confirm flow as any inventory change.

What else VMXpert can do

  • Plant and general knowledge — plant care, growing conditions, landscaping practice, weather, vendor research. VMXpert can search the web for current information and cites its sources so you can click through.
  • Remembering how you like things — tell it "always keep your answers short" or "call me Dee" and it applies that to every future conversation. Ask "what are my standing instructions?" to review them, or ask it to forget one.
  • Sticking to business — VMXpert is happy to chat, but it stays out of politics and other hot-button topics. It's here for the store.

What VMXpert is still learning

  • Editing every kind of record — some record types aren't editable through VMXpert yet (customers, receipts, employees, among others). If it can't make a change you need, it will tell you and point you to the right admin page instead.
  • Guessing — if VMXpert doesn't know and can't find out, it says so and offers to email support rather than making something up.

Going further

  • Using VMXpert — effort levels, attaching files, downloads, and day-to-day tips.
  • Knowledge Files — upload your policies, SOPs, care guides and handbooks so VMXpert can answer staff questions out of them.
  • Company Context — the short facts about your business: delivery area, hours, house-account terms.
  • Agents, Routines, Pages & Workflows — what VMXpert can run for you automatically, and how the pieces fit together.

For owners and managers

You control who can use VMXpert and how much it can spend:

  • Turning On VMXpert — how it gets enabled, accepting the AI terms, and where your data goes.
  • Managing AI Access — turn VMXpert on or off per employee or group, and control what it's allowed to do for each person (Admin → Toolbox → VMXpert → AI Access).
  • AI Credits & Budgets — buy credits, set up auto-reload, see spending reports, and set monthly budgets per employee or agent (Admin → Toolbox → VMXpert → AI Allowance & Billing).
  • Approvals — the review queues where proposed changes wait for your OK.

How to reach VMX Support

If VMXpert can't answer your question, it can compose a support email to help@vmxllc.com with your issue pre-filled. Just ask:

  • "Can you help me email VMX about this?"
  • "I need to contact support"
  • "I'm still stuck — can you escalate this?"

You can also email help@vmxllc.com directly at any time, or call your VMX account manager.

Tips for getting better answers

  • Ask in your own words. "How do I fix a wrong price?" works as well as technical phrasing.
  • Include context. "This happened on the new register" or "This started after yesterday's update" helps VMXpert narrow down.
  • Ask follow-ups. It remembers the conversation — you don't need to repeat the setup.
  • Use the Stop button. If VMXpert is going in the wrong direction or taking too long, click the red stop button and re-ask with more specifics.