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Turning On VMXpert

VMXpert arrives in three short steps: VMX enables it for your store, someone at your business accepts the AI terms, and (optionally) you tune who can use it. This page walks through each step and answers the questions owners usually ask before agreeing to anything.

Getting VMXpert enabled for your store

VMXpert — the AI assistant — is turned on per-store by VMX. If you don't see the leaf icon in the top bar of your VMX, the AI isn't turned on yet — contact help@vmxllc.com and ask to have VMXpert turned on. There's nothing to install and no setup project; once it's enabled, the chat appears for your team the same day.

Accepting the AI terms

Before VMXpert can run, someone at your business accepts the AI terms — a one-time step that covers your whole team. It doesn't cost anything and doesn't add a card.

  • Who can accept: an administrator with the ✏️ Admin Perm's right (the same people who manage admin permissions). Everyone else sees a note asking them to get a manager.
  • Where: the setup checklist at Admin → Toolbox → VMXpert walks through it (the agreement, who can use it, and spending guardrails) — or open the chat, click the credits pill at the top, and choose Read & accept the terms. The full terms are shown on screen; accepting records who agreed, for which business, and when.
  • One acceptance covers everyone. Staff don't accept anything individually.

Until the terms are accepted, chat shows a notice instead of answering, and nothing is charged or sent anywhere.

Where your data goes

When VMXpert answers a question, the relevant business data — the request itself and the records needed to answer it — is processed by third-party AI model providers working on VMX's behalf. VMX monitors use of the AI features and may use inputs and outputs to operate and improve its services, including quality, safety, and billing. Your data is not sold.

The AI terms you accept in the chat window are the authoritative version of this — they're always available from the credits panel, and this page is only a summary. Two practical notes:

  • Asking questions never changes your data, and proposed changes always wait for a person to click Confirm — see Making Changes with VMXpert.
  • Think before uploading sensitive files as Knowledge Files — employee records, pay data, and card numbers don't belong in them.

Choosing who can use it

Out of the box, everyone signed into VMX can ask questions — that's the recommended setup, because questions are read-only and can't break anything. Approving data changes is separate and stays with your administrators.

If you'd rather start smaller, Admin → Toolbox → VMXpert → AI Access controls it per person or group: turn AI off for someone entirely, or allow it but require a person's OK for specific abilities (email, data changes, and so on). See Managing AI Access.

What it costs to start

Nothing. Every store gets a batch of free credits each month, and for most stores that covers everyday use. There's no card required to turn VMXpert on, and it can never spend money you haven't put in — if the free credits run out, it pauses until the next month unless you choose to add more. The full picture, including budgets per employee, is on AI Allowance & Budgets.

When the terms change

If VMX updates the AI terms, an administrator needs to accept the new version:

  • Chat asks for the new acceptance right away — staff see a note to get a manager until it's done.
  • Scheduled work (routines, agents, emailed reports) keeps running for a grace period of about a week, then pauses until the new terms are accepted. Nothing is lost — paused work resumes where it left off.
  • Your administrators get email reminders before anything pauses, so a terms update handled promptly is a non-event.
  • Not sure an email is really from VMX? You never need to click an email link to accept: open VMX the way you always do and go to Admin → Toolbox → VMXpert — if terms are waiting, the acceptance is right there. When in doubt, forward the email to help@vmxllc.com and we'll confirm.

What your team sees once it's on

Staff get the leaf icon in the top bar, a one-time "Meet VMXpert" card on the Dashboard, and a short welcome the first time they open the chat: what VMXpert is, that asking questions is always safe, and that changes require a person's Confirm. The ✨ button at the top of the chat window opens a two-minute tour anyone can read — what it can do, what it will never do, and why nobody on the team ever sees a bill. A good first step after turning it on: tell your team to click the ✨.

There's also a 👋 "Give me a quick demo" chip on every fresh chat — click it and VMXpert walks through a two-minute guided demo on your store's own numbers: what it can see, what it knows, and what it can do on a schedule. It's a good way to open a team meeting about VMXpert, and a good first click for anyone skeptical. The demo only reads data — nothing changes. For a longer list of things to try, see the Ideas Gallery.