AI Data Analyst: Service Expectations
Conversations AI (any edition) must be active, plus at least one of CRM AI, Reputation AI, Social Marketing, or Local SEO as a data source. See the full requirements below.
The AI Data Analyst Setup is a done-for-you service where our experts configure, train, and launch the AI Data Analyst for your business. Our team handles the technical setup, connects your active data sources (CRM, Reviews/NPS, Social), and configures the AIR Analysis Framework so every response delivers a clear finding, a plain-language interpretation, and a recommended next step.
What's included?
AI Employee profile
We create a custom AI Employee with a name and avatar that represents your analytical team. Business owners and managers interact directly with the Data Analyst through Business App to ask questions and receive structured insights. The profile is configured within the AI Workforce section of Business App.
AIR Analysis Framework
We configure the AIR framework, the structured methodology that guides every AI response:
- Analyze: The AI identifies a key pattern, trend, or outlier in your data and leads with a clear finding.
- Interpret: The AI explains what the finding means for your business in plain language.
- Recommend: The AI closes with a specific, actionable next step.
Every response follows this structure automatically, so you receive a clear finding, a plain-language explanation, and a next step every time.
The AI will never surface raw data dumps or vague summaries. If it cannot produce a structured AIR response, it will say so clearly rather than generating an unhelpful answer.
Data source connections
The AI Data Analyst requires Conversations AI (any edition) and at least one of the following data sources to be active: CRM AI, Reputation AI, Social Marketing, or Local SEO. The quality and depth of insights depend directly on how much data is available in each connected source. Once we determine what is active, we connect the data sources available in your account:
- CRM data: contacts, companies, activities, and pipeline information
- Reviews and NPS: customer feedback from connected review platforms
- Social engagement: post performance and engagement metrics from connected social accounts
Knowledge base setup
We connect your business profile and website, and upload any supplementary documents (price lists, service catalogs, or team structure information) that provide context the AI can use when interpreting your data.
The AI Data Analyst is an internal tool. No chat widget or website installation is required, and there are no customer-facing components in this setup.
AI Workforce Optimization Plan
The AI Workforce Optimization Plan is a monthly subscription that keeps your AI employee performing after launch. Setting up an AI employee is only the beginning — real value comes from the steady tuning that follows. This plan gives your team a direct line to Vendasta's experts so prompts, automations, and settings can evolve as your business does, without you having to do the technical work yourself.
What's included
- 1 AI employee setup: Choose your AI employee at purchase. Setup is delivered in Month 1 and follows our standard setup scope: tasking, prompts, automations, and settings.
- Monthly AI employee check-in: A proactive touchpoint each month where our team reaches out to ask for business updates and confirm the accuracy and overall performance of the AI employee.
- Coverage for AI employees set up by our team: Ongoing optimization coverage applies to AI employees configured by Vendasta's services team within the standard setup scope: tasking, prompts, automations, and settings.
- Unlimited changes: Request as many changes as you need to prompts, automations, and AI employee settings.
- Email access to our expert team: Submit requests by email and receive a same-day acknowledgment. Our target is to fully resolve standard requests within 2 business days.
- Live training session for your team: A live, guided training session so your team understands how the AI employee works, how to spot issues, and how to make the most of the optimization plan.
What's not included
The AI Workforce Optimization Plan is focused on tuning and operating AI employees within the Vendasta platform. It is not a custom development engagement. The following are out of scope:
- Sophisticated automations and integrations beyond the platform: Work that goes beyond what can be configured within the Vendasta platform in a reasonable amount of time.
- Custom software development: Writing, hosting, or maintaining custom code, scripts, or APIs on your behalf.
- Third-party tool buildouts and administration: Configuring, administering, or paying for third-party tools and accounts that sit outside the Vendasta platform.
- Strategic consulting and business process design: Designing your overall go-to-market strategy, sales process, or operational workflows.
- Content creation and creative production: Producing long-form marketing content, brand assets, or creative deliverables.
- Net-new AI employees beyond the one included: Additional AI employees can be added through a separate setup engagement.
- Coverage for AI employees you configured yourself: Self-configured AI employees can be brought into scope through a setup engagement.
- Guaranteed business outcomes: We commit to expert configuration and ongoing optimization, not to specific revenue, lead, or conversion outcomes.
If a request falls outside the optimization plan, we'll let you know. We can scope your request to see if it's something we can set up and support, and let you know if additional charges apply.
What to expect: response times, check-ins, and change requests
Response and resolution
- Same-day acknowledgment. Every request you email in is acknowledged the same business day so you know it has been received and is queued.
- 2-business-day resolution target. Most standard requests — prompt edits, small automation tweaks, settings updates — are resolved within two business days. Larger or more complex requests may take longer, or not be included; if so, we'll set expectations up front.
- Business hours. Requests are handled during standard business hours, Monday to Friday. Requests received outside of business hours are picked up on the next business day.
Monthly check-ins
- Each month, we proactively reach out to ensure your AI employee is performing as expected or to identify any necessary updates.
- If you know of upcoming changes to your business, please notify us during these meetings so we can make proactive adjustments.
Change requests
- Submit change requests by emailing marketingservices@yourdigitalagents.com. Please include the AI employee, what you'd like changed, and the desired outcome.
- There is no cap on the number of requests per month — but the more clearly you describe the desired outcome, the faster we can deliver it.
- We will confirm changes once they are live so you can validate them in your environment.
Roles and responsibilities
Vendasta will
- Set up your included AI employee within the standard setup scope in Month 1.
- Reach out proactively each month to ensure AI employee accuracy and performance.
- Action your change requests against the AI employee's prompts, automations, and settings.
- Acknowledge requests the same business day and target 2-business-day resolution.
- Deliver one live training session for your team.
You will
- Provide accurate business information, processes, and content the AI employee should reflect.
- Submit change requests with enough context for us to act: the AI employee, the change, and the desired outcome.
- Validate changes in your environment after we confirm they are live.
- Keep us informed of meaningful changes to your business — new services, hours, pricing, or processes — so the AI employee stays accurate.
Once your subscription is active, your services contact will reach out to schedule the Month 1 setup and onboarding, the live training session, and your first monthly check-in. From there, you can email change requests at any time.
The setup process
The process involves a fulfillment form, a series of calls, and configuration steps to get your AI Data Analyst running effectively.
1. Fulfillment form
To ensure a smooth and efficient setup, please fill out the fulfillment form with as much detail as possible. Let us know which data sources are active (CRM, Reviews/NPS, and Social) so we can configure the right capabilities from the start.
- Timeline: We'll review the order and start the process within 2 business days.
2. Onboarding call
Our team will lead a structured onboarding call to confirm your active data sources, understand the types of business questions you want the AI to answer, and configure the response framework. The response framework is a structured approach that guides the AI to analyze your data, interpret what it means, and recommend a clear next step in every response. We will come to the call with an initial setup ready to demo and refine together.
- Timeline: An onboarding call can be booked in as little as 1 business day, depending on availability.
If you are unable to attend the onboarding call, our team will proceed with setup using the information provided in your fulfillment form and will follow up via email and phone to review and refine. If we are unable to reach you after our follow-up process, the project will be closed, but can be reopened at any time by reaching back out to us.
3. Data Analyst setup
Using the information gathered during the onboarding call, we will configure your AI Data Analyst with the AIR Analysis Framework, connect all active data sources (CRM, Reviews/NPS, Social), and upload any supplementary business context documents to the knowledge base.
- Timeline: Your AI Data Analyst will be complete in 1 business day, or 3 business days for setups with multiple connected data sources.
4. Training call
This call will walk you through your new AI Data Analyst: how to ask questions, how to interpret the structured AIR responses, and how to act on the recommendations provided. We'll run live examples together using your actual data.
- Timeline: This call can be booked in as little as 1 business day after Data Analyst setup completion, depending on availability.
5. 30-day check-in
This call will be used to review how you've been using the AI Data Analyst, assess whether the AIR framework is delivering useful insights, and refine the data source connections or knowledge base based on real usage.
Prior to this call, our team will run a set of sample queries to validate that the AI is responding accurately and consistently.
- Timeline: This call will be booked 3-4 weeks after the completion of your AI Data Analyst setup.
Requirements
To set your business up for success, the following requirements must be met to deliver this service efficiently.
Conversations AI (any edition)
Conversations AI must be active on your account. Any edition of Conversations AI is supported. This is the platform requirement for deploying the AI Data Analyst.
CRM AI, Reputation AI, Social Marketing, or Local SEO (at least one required)
At least one of the following must be active: CRM AI, Reputation AI, Social Marketing, or Local SEO. These are the data sources the AI uses to generate insights. Without at least one active data source, the AI cannot perform meaningful analysis.
The more data sources that are active and populated, the richer and more actionable the AI's insights will be. We recommend having CRM data, connected review sources (Google, Facebook), and social accounts active before the onboarding call.
CRM data available in Business App
If CRM AI is active, your contacts, companies, and activities should be populated in Business App before the onboarding call. The AI cannot analyze pipeline data it hasn't been given access to.
The AI Data Analyst cannot access custom objects or pipeline opportunities through CRM queries at this time.
No website installation required
The AI Data Analyst is an internal tool. No chat widget or website embed code is required, and there are no external accounts, social integrations, or customer-facing installations involved in this setup beyond what is already connected in your Business App account.
Frequently asked questions (FAQs)
What data can the AI Data Analyst access?
The AI Data Analyst can access CRM data (contacts, companies, and activities in Business App), customer reviews and NPS feedback from connected review platforms, and social engagement metrics from connected social accounts. It uses whichever of these sources are active and populated in your account. The richer your data, the more actionable the insights the AI can generate.
What is the AIR framework and what does a response look like?
AIR stands for Analyze, Interpret, Recommend. Every response from the AI Data Analyst follows this structure: it leads with a clear finding from your data (Analyze), explains what that finding means for your business in plain language (Interpret), and closes with a specific next step you can act on (Recommend). You will never receive a raw data dump or a vague observation. The AI is configured to deliver structured, decision-ready insights every time.
What editions are required?
Conversations AI must be active (any edition is supported). In addition, at least one of the following data-source editions must be active: CRM AI, Reputation AI, Social Marketing, or Local SEO. These editions unlock the data access and platform capabilities the AI Data Analyst relies on to generate insights. If you are unsure which editions are currently active on your account, please check with your account manager before the onboarding call.
Can the AI take action based on its analysis, like sending emails or updating records?
No. The AI Data Analyst is an insights and recommendations tool only. It will surface patterns, explain what they mean, and suggest next steps, but it cannot send emails, update CRM records, post to social media, or take any action within your platforms. Acting on the AI's recommendations is always the responsibility of you and your team.
What kinds of questions can I ask the AI Data Analyst?
You can ask questions about your business performance across any connected data source. Examples include: "Which companies in my pipeline have gone quiet in the last 30 days?" (CRM), "What are customers saying in recent reviews?" (Reputation), and "How are our social posts performing this quarter?" (Social). The AI works best with specific, data-grounded questions. The more focused your question, the more useful the response.
Can the AI access custom pipeline data or opportunities?
At this time, the AI Data Analyst cannot access custom objects or pipeline opportunity data through CRM queries. It can access contacts, companies, and activities in Business App. If this is a key requirement for your business, please let our team know during the onboarding call and we will confirm what is possible within your account configuration.
Do I need to install anything on my website or connect any external accounts?
No website installation or embed code is required. The AI Data Analyst is an internal tool that operates entirely within Business App using data already available in your account. The only external connections involved are review platforms and social accounts that are already connected to your Business App account.
What if I only have CRM data and no reviews or social?
The AI Data Analyst will work with whatever data sources are active. If only CRM AI is connected, the AI will focus its analysis on your contacts, companies, and activities. You will not receive reviews or social insights until those sources are connected. We recommend activating as many data sources as possible before the onboarding call to get the most complete picture from day one.
How does the AI present its insights: in a dashboard, a report, or a conversation?
The AI Data Analyst operates as a conversational AI Employee within Business App. You interact with it by asking questions directly, and it responds in structured AIR format (Analyze, Interpret, Recommend). There is no separate dashboard or automated report. You direct the analysis by asking what you want to know, and the AI responds with a structured, decision-ready answer.
How often should I use the AI Data Analyst?
The AI Data Analyst is most valuable when used regularly as part of your decision-making routine, for example a weekly check on pipeline health, a monthly review of customer sentiment, or a quarterly social performance summary. Because it responds in real time, you can also use it ad hoc whenever you need a quick read on your data before a meeting or decision.
What happens if I miss the onboarding call?
If you are unable to attend the onboarding call, our team will proceed with setup using the information provided in your fulfillment form and demo the configuration when we connect. We will then follow up via email and phone to review, refine, and answer any questions you have.
If we are unable to reach you after our follow-up process (4 emails and 4 phone calls), the project will be closed. However, the project can be reopened at any time by reaching back out to us, with no need to start over from scratch.
Can multiple team members use the AI Data Analyst?
Yes. Any team member with access to Business App can interact with the AI Data Analyst directly. There is no limit on how many people can use it, and it is available to your whole team simultaneously. Each person can ask their own questions and receive their own AIR-structured responses based on the same underlying data.
How many AI employees does the optimization plan cover?
The plan includes setup and ongoing optimization for one AI employee. Additional AI employees can be added by activating another instance of the same solution.
Is there a limit on change requests?
No. Changes to prompts, automations, and AI employee settings are unlimited. Larger or more complex requests may take additional time or charges to deliver — we'll always set expectations up front.
What counts as a "standard" request?
Standard requests include anything that we originally set up for the AI employee — prompt edits, small automation adjustments, and settings changes. Work that requires custom development or integrations beyond the platform is out of scope.
What if my AI employee was set up by someone other than Vendasta?
Optimization coverage applies to AI employees set up by our team within the standard setup scope. If yours was self-configured, talk to your services contact about a setup engagement to bring it into scope.
How do I submit an optimization plan request?
Email marketingservices@yourdigitalagents.com with the AI employee in question, the change you'd like made, and the desired outcome. You'll receive a same-day acknowledgment and an expected resolution timeline.