Your account and team accounts

Assistants can work in other apps your team uses, such as Gmail, Linear, or Stripe. Each connection to such an app is one of 2 kinds: Your account or a Team account. The difference decides who can use it, who it acts as, and where it works.

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At a glance

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Which apps are which

The rule of thumb: when a person signs in, it is Your account. When a company key, token, or business account is used, it is a Team account.

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Connect your own account

You don’t have to connect everything up front. When you ask for something that needs an app you haven’t connected, Flo tells you which app she needs and gives you a link to connect it. Connect it and ask again.

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What an administrator controls

• App access for each assistant. When it is off, that assistant uses only Floral data.
• Which apps the workspace can use at all, under Available services on Settings > Workspace > Assistants > Apps. A turned-off app stops working for every assistant, and connected accounts are kept.
• Team accounts. Only administrators can connect them, so users see them under Team accounts marked Managed by administrators. On each assistant’s settings page, an administrator selects Use with this assistant or Remove from this assistant for each team account. Users see Ask an administrator instead.

Administrators can’t use your account, and they can’t read your mail or calendar through Floral.

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When everyone acts as one person

Some team accounts are connected by signing in as a person, such as Linear or Notion. Everyone who uses that team account then acts as that person in the other app. In Linear, for example, every issue shows as created by them. When an administrator connects or reconnects such an account, Floral asks them to confirm it. The account then shows Everyone acts as and that person’s name or email under Team accounts. Every approval card that uses it says Acts as and the same name or email. Team accounts with a company key, such as Stripe, Shopify, Billy, or e-conomic, don’t act as a person, so their cards don’t show this line.

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Connect Centra

An administrator can connect Centra as a team account using its Integration API URL (for example, https://your-store.centra.com/graphql) and an API token created under System > API Tokens in Centra. Use read access for the products, warehouses and commerce records your assistants should see. The token’s permissions and store restrictions determine the available data. Reconnect with a new token before the current one expires. Assistants can read product details and prices, stock across the locations represented in Centra, and sales and inventory analytics for DTC and wholesale. They cannot change products, stock or orders. Turn on App access and select Use with this assistant for the team account. Data is read from Centra when requested. Floral does not keep a separate copy of your stock or sales records; encrypted connection credentials and normal conversation results are retained as for other connections. Analytics identify their period, date basis and currency. Ordered sales, shipments and returns are separate measures. Floral retrieves the pages and calculates reports automatically for the requested period. Sales summaries use Centra’s document totals, while product performance uses product lines; the reported measure explains whether charges and discounts are included. If a complete report cannot be retrieved, the assistant explains why and withholds totals. Historical inventory measures cannot be reconstructed from current stock alone.

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Connect Sitoo

An administrator can connect a Sitoo account as a team account. Sitoo is being rolled out to selected companies first; if you don’t see it in Marketplace > Apps, contact Floral support.

1. In Sitoo Back Office, open Settings > Sitoo REST API and create a separate API user for Floral. You need administrator access and Sitoo’s API extension. Copy the API ID, the password and the base URL Sitoo shows when you create the password, for example https://api.mysitoo.com/v2/accounts/10020.
2. In Floral, choose Sitoo, enter the base URL, API ID and password, and select Find sites.
3. Tick the sites assistants may use. Assistants only see orders, customers, products and stock from those sites.
4. Choose the time zone. Sitoo doesn’t store one, so Floral suggests one from your stores’ country. Every date in answers uses it.
5. Leave Staff analytics off unless your staff have been told that sales can be reported per person. It can be turned on later by reconnecting.

Assistants can look up receipts from your stores and orders from your webshops, including returns and the original sale they belong to, customers by exact email, mobile number or customer number, products, prices and cost prices, stock per warehouse, and stock movements. Amounts are shown per currency and are never added up across currencies. They cannot create or change anything in Sitoo. Turn on App access and select Use with this assistant for the team account. Assistants can also run reports on your Sitoo sales:

• Sales per day, week or month by store, webshop and currency: sales, returns, net sales, VAT, number of orders, average order value and items sold, plus takings by payment method, discounts and cash differences from your till closings.
• Products: best and worst sellers by revenue, items sold or margin. Margin uses each product’s cost price in Sitoo.
• Returns: return rate, most-returned products, reasons, which store handled them and how long after the sale they came back.
• Stock: stock value, items in stock and products that are out of stock or running low, per warehouse.
• Staff: sales per staff member, only when Staff analytics is on.

Floral calculates reports from your orders when you ask. Amounts exclude VAT, only completed and paid orders count, and returns count on the day they happen, in the connection’s time zone. Totals are shown per currency. If you ask for one total across currencies, the assistant can add an estimate converted at the European Central Bank’s monthly average rates for whole, finished months, and says it is an estimate. A report for a long period can take a few minutes; the assistant posts it in the conversation when it is ready. Some things are not available:

• Personal ID numbers. CPR and personnummer are never passed to assistants, even when Sitoo stores them.
• Browsing customers. Assistants can only look up a customer they already have an email, mobile number or customer number for.
• Customers kept in another system. If you keep customer details in a CRM such as Voyado, orders only show the CRM’s customer number, and the details stay in your CRM.
• Past cost prices. Margins use today’s cost price in Sitoo. Products without a cost price have no margin, and the report says so.
• Slow movers. Reports don’t combine stock with sales to find products that sell slowly.

Data is read from Sitoo when requested. Floral does not keep a separate copy of your orders, customers or stock; encrypted connection credentials and normal conversation results are retained as for other connections. Sitoo limits how many requests an API user can make in 10 minutes. If the limit is reached, the assistant tells you when to try again.

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Connect Camping.Care

An administrator can connect a Camping.Care park as a team account with an API key created in Camping.Care.

1. In Camping.Care, open Settings > Developers > API keys and create a key for Floral.
2. Turn on these read rights for the key: administrations, reservations, contacts, invoices, payments, accommodations, availability, rates, products, reviews and channels. Floral only reads, so no write rights are needed.
3. In Floral, choose Camping.Care, paste the key and select Find parks. If the key can see more than one park, choose the park to connect. Each connection is one park; connect other parks separately.
4. Check the park’s time zone and save. If the key is missing any of the read rights, Floral lists them before you save, and assistants can’t read that data until you turn the rights on.

Assistants can find guests and read their contact details and stays, reservations with their price rows, nights, payment terms, notes and tags, invoices including point-of-sale sales, payments, accommodation types and places, availability, rates, products and reviews. They cannot create or change anything in Camping.Care. Turn on App access and select Use with this assistant for the team account.

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Reports

Assistants can also answer questions about how the park is doing. Each answer covers the whole period you ask about, up to a year, and says which dates, time zone and booking statuses it uses.

• Occupancy: “What was our occupancy per month last season, by accommodation type?” Occupancy is sold nights divided by the places that could be booked. Closed periods and blocked places are left out.
• Revenue: “What did we earn in July, and what was the average rate per night?” Revenue is counted on the nights guests stay, or by booking, invoice or payment date if you ask. Tourist tax and deposits are not counted as revenue, shop sales are shown separately, and amounts in different currencies are never added together.
• Booking pace: “How does next summer look compared with this time last year?” Compares what is booked for a period today with the same period last year at the same point, and shows when the bookings came in. Camping.Care usually doesn’t share when a booking was cancelled, so bookings cancelled later can’t be counted back.
• Booking mix: “Where do our guests come from, and how far ahead do they book?” Shows booking channels, cancellations, length of stay, how far ahead guests book, accommodation types and guests’ countries.

Confirmed, checked-in and checked-out bookings count as sold. Options and pending bookings are shown separately, and only when you ask for them. If Camping.Care can’t deliver all the data in time, the assistant says the report is incomplete and gives no totals. A report that needs a lot of data, such as a whole season for a large park, is prepared in the background. The assistant tells you it is working on it, posts the report in the same conversation when it is ready and then sums it up. Some things are not available:

• Guest messages. Camping.Care does not offer guest conversations to other apps. Assistants can use reservation notes and tags, and guest reviews, instead.
• Sensitive guest data. Birthday, gender, ID documents and guest registration details are never passed to assistants, even when Camping.Care returns them.

Data is read from Camping.Care when requested. Floral does not keep a separate copy of your reservations or guests; encrypted connection credentials and normal conversation results are retained as for other connections. Dates and times are shown in the park’s time zone. When a list is long, the assistant says when it has only part of it.

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When someone leaves the workspace

When an administrator removes a user:

• The user’s own accounts are removed from Floral, together with their stored sign-in.
• Their private conversations, routines, and skills are deleted.
• Team accounts connected with their login stop working, and Floral deletes the stored sign-in. An administrator must reconnect the account, ideally with a service account.
• Team accounts that use a company key keep working.
• Routines for everyone that they owned are paused. They stay in the list for an administrator to handle.

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Remove access

• Your account: open Settings > Workspace > Assistants > Apps, choose the account, and select Remove. It is disconnected from every assistant. You can also withdraw Floral’s access in the app itself, for example in your Google account’s security settings.
• Team account: an administrator removes it the same way. They can also select Remove from this assistant on one assistant’s settings page, turn off App access for an assistant, or turn off the app under Available services.

Removing an account stops future use. It doesn’t undo changes an assistant already made.

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What other people can and can’t see

• Colleagues can’t see or use your accounts.
• Colleagues can’t see your private conversations or what an assistant read from your accounts.
• In Team replies and in routines for everyone, assistants never use anyone’s own account.
• Anyone who uses an assistant can ask it to read from the team accounts it may use. Connect only what the whole team may see.
• If you share a private Slack reply in a thread, everyone in the thread can read it. Check it for personal details first.

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Example: 2 colleagues, 3 apps

Sofie is an administrator and Jonas is a user in the Sales workspace. What happens next: If Sofie had connected Linear as a team account with her own login instead, every issue from the team would show as created by Sofie, and the connection would stop working if she left. A service account avoids both.