Artificial Intelligence - Opt-In process and FAQ

At XY Sense, we understand that customers want to spend less time analyzing our highly accurate, anonymous, real-time sensor data and more time focusing on future workplace outcomes and space recommendations. That’s why we’re investing in a range of Artificial Intelligence (AI) features to help teams quickly eliminate the guesswork from workplace data analysis.

We recognize that policies regarding the use of AI models and tools can vary significantly between companies. For this reason, we are designing all XY Sense AI features with enterprise information security and choice in mind.

This FAQ outlines our approach, explains how our AI features work, and details how they can be enabled in your XY Sense account. Have a question? Get in touch.

What is SnapshotAI?

 

SnapshotAI is the first AI-powered feature of the XY Sense platform.  Designed to save you time and provide instant insights into how your office space is truly being used, SnapshotAI generates actionable summaries that highlight the key data takeaways from each XY Sense dashboard.

SnapshotAI empowers you to:

• Access instant insights: Uncover trends, identify key patterns, and explore potential issues without hours of manual analysis.
• Gain greater context: Not a visual thinker? SnapshotAI connects the dots in workplace data visualization, spelling out the story behind the numbers. Interpreting your workplace utilization data and linking benchmarks to your goals has never been easier.
• Make faster decisions: Save time and boost operational efficiency while ensuring decisions are based on the most up-to-date information.

View a video of SnapshotAI in XY Sense: Here

 

What information will SnapshotAI show me? 

For this first version, we have built SnapshotAI to display a helpful summary at the top of each XY Sense dashboard. 

What to expect: 

• AI-powered dashboard summaries for the time period of analysis at the top of each XY Sense dashboard
• 2-3 Key takeaways provided for each level of analysis (Portfolio, Building/Location, Floor) 
• Works with filters

How is my data accessed and used by the AI model?

With the SnapshotAI feature enabled (following signed authorization from customers), a selection of the summarised data that is being displayed on the dashboard is sent through the dashboard (as a JSON object) via our own secured, GraphQL API. This then calls an external API for our chosen AI Service (i.e OpenAI, Google, Anthropic) with a series of prompts that we have configured (providing context about the structure of workplace sensor data) as well as a copy of the dashboard data, requesting the model to provide a groomed summary of the data provided. Once the external AI model has generated a response, that response is returned through the GraphQL API back to Looker and then to the dashboard to display in the XY Sense app. 

The external service/s we use will not be able to use the data to train their own models as per our contractual agreements with them. They will see the input, create a response output and return it, and are contractually restricted from using both the provided raw data or the model output for their own purposes. 

Which dashboards can have SnapshotAI enabled? 

As we are learning how people want to interact with the SnapshotAI feature, we have applied them to all standard XY Sense dashboards. 

We can also explore adding them to custom dashboards, depending on how people wish to interact with them, simply speak to support or your Customer Success Manager. 

What AI service does XY Sense use?

XY Sense has evaluated various AI models, and this process has revealed that performance standards can vary significantly and evolve over time. Currently, we have chosen to work with the OpenAI model. However, we are committed to continuously exploring other models and updating our tools as better options become available. 

If your organization has specific preferences around particular AI models, we invite you to share this feedback with our team.

If or when we update our AI model, XY Sense will ensure you are informed about the changes.

Is there a cost involved?

We don’t currently have plans to charge separately for AI-powered features within XY Sense. 

How can I get access to SnapshotAI?

SnapshotAI is a controlled feature and will only be enabled for customers who have expressly opted in to have their workplace data processed by our selected AI tools. This will require signed authorization from a nominated Account Administrator or primary customer representative. 

The first step is to email our support team which will trigger an appointment with your Customer Success team member. They will provide you with an agreement, explaining necessary legal information regarding the additional processing of your organization’s workplace data. Once that agreement is signed, our team will enable the SnapshotAI feature in your XY Sense account. 

My organization has specific controls around AI and our data, can we opt out?

Absolutely! We recognize that policies regarding the use of AI models and tools can vary significantly between companies. For this reason, all AI-powered features within the XY Sense platform will be entirely opt-in. 

They will only be activated after your organization has reviewed and signed the specific feature agreement. Without a signed agreement, these features will remain disabled, and no AI-related data or services will be applied to your workplace data or utilized by XY Sense in any way. 

If you would like to discuss how we are protecting information security for those who do not want their anonymous workplace data accessible to AI models, please reach out and we can coordinate a briefing with our cloud security team. 

What about future AI features?

As we build out new features incorporating AI tools, you'll continue to have choices about which ones you wish to enable.