Use Hubtoll from your AI assistant

The big picture#

Many people already use an AI assistant such as Claude or ChatGPT. Hubtoll lets you connect that assistant to your Hubtoll account. After that you can type a question into the assistant and it fetches the answer from Hubtoll for you. For a few jobs it can also do the work for you.

You keep paying for your own AI assistant, the way you do today. Hubtoll does not add AI charges. Hubtoll gives your assistant a safe, controlled way in.

The most important rule: the assistant is you. It can only do what you are allowed to do yourself. If your role cannot see everyone's leave, the assistant cannot either. Hubtoll re-checks your permissions every single time the assistant asks for something.

What it can do#

Think of it as a helpful colleague who can open Hubtoll for you. Here is what it can do today.

Read things for you#

If your role allows it, the assistant can also look up company-wide lists: all leave requests, timesheets, employee records, budget requests, exit requests, asset assignments and job applications. It only returns the rows you are allowed to see, the same as the filtered lists on screen. It can also read how an approval workflow is set up.

Do a few things as you#

Design things, but never switch them on#

If you hold the right permission, the assistant can help design your company's forms and approval chains:

• create a Forge process (your own custom request form),
• design its form, including the extra form an approver fills in at one step,
• write the email templates that a workflow step sends,
• save an approval workflow for a module such as leave.

Everything it makes is a draft. A form stays unpublished and a workflow is saved switched off. Nothing changes for anyone until a person opens the link, reviews it and publishes or switches it on in the browser. The assistant cannot publish, and it cannot edit a workflow that is already live. Every action it takes gives you a link to the exact thing it made, so you can check it.

See Forge: build your first form and Approvals and workflows.

What it cannot do#

• It cannot approve or reject anything. It can only tell you what is waiting for you. You decide in Hubtoll.
• It cannot publish a form or switch on a workflow.
• It cannot do more than you can. No permission, no access.
• It cannot reach other people's accounts. It always acts as the one person who connected it.
• It cannot delete records, and it cannot move money.

Before you connect#

Three things must be true. If one is missing, the approval screen tells you which.

1. Your administrator has allowed you. Connecting an assistant needs a permission called AI_MCP_CONNECT. The owner (Super admin) has it already. Everyone else needs an administrator to add it to one of their roles. See Roles. If you are missing it you will see You do not have permission to connect an AI assistant. Ask your administrator.
2. Your company has a seat free. Hubtoll sells this as a product called AI Connector. Every company gets a free plan with 6 seats. Each person who connects uses one seat. If all seats are used you will see a message such as Your free plan includes 6 seats and all are in use. See Seats, plans and subscriptions.
3. Two-factor is set up, if your company requires it. Otherwise you will see Your organisation requires two-factor authentication. Set it up on your Security page before connecting an AI assistant. See Two-factor sign-in and passkeys.

If your company has not got an AI Connector licence at all, you will see This corporate has no active AI Connector licence. Your administrator can add it from Subscription Management.

Connect your assistant#

You do this in two places: your assistant, and Hubtoll.

1. In Hubtoll, click your picture at the top right and choose Security. Open the Connected AI Assistants tab.
2. Copy the server address shown there. Click the copy button next to it. It looks like https://api.hubtoll.com/api/mcp/server.
3. Open your AI assistant's settings and find where it manages connectors or integrations. In Claude this is Settings then Connectors then Add custom connector.
4. Paste the address as the server URL and save.
5. Your assistant opens a Hubtoll page asking for approval. Sign in if Hubtoll asks you to.
6. Read the page. It says which assistant wants to connect and as whom. Click Approve.

If you change your mind on the approval page, click Deny. Nothing is connected.

Things that go wrong#

Try it: things to ask#

• "How many days of annual leave do I have left in Hubtoll?"
• "Raise three days of annual leave for me from next Monday. Chidi will cover."
• "What is waiting for my approval?"
• "What did I log on my timesheet this week?"
• "Which of my project tasks are open?"
• "Close the Sales Manager job opening."
• "Please rate my new job applicants in Hubtoll. For each one, read their CV against the job they applied for and save a score with your reasons. Skip anyone who is already rated."

Disconnect your assistant#

You can stop it any time.

1. Click your picture, choose Security and open Connected AI Assistants.
2. Click the Disconnect button (the broken link icon).
3. Confirm Disconnect this AI assistant? by clicking Disconnect.

For administrators#

See and stop every connection#

Open Subscription Management and click Connected AI Clients. The page lists every assistant any employee has connected: the assistant's name, the employee, Connected date, Last used and whether it is active or revoked. An empty list says No AI assistants connected yet.

To stop one, click the Revoke icon on its row and confirm Revoke this connection?. It stops working immediately. The employee can connect again later, but only if you still allow it.

You need Users & seats - read-only or editor (or Subscriptions - editor) to see the page. To revoke you need Users & seats - editor or Subscriptions - editor. See the permission reference.

Decide who may connect#

Two things control this, and both must say yes:

• the person's role includes the AI_MCP_CONNECT permission, and
• a seat is free on the AI Connector subscription.

The permission is checked when someone connects. Taking it away later does not end a connection that already exists. To cut one off, revoke it on the Connected AI Clients page. The assistant also keeps working only within what the person's roles still allow, because their own permissions are checked on every request. The free plan keeps a seat reserved for 30 days after it is freed. Details: Seats, plans and subscriptions.

Why it is safe#

• It is you, and only you. The assistant gets no special powers. Your permissions are checked fresh on every request, so if an administrator takes away your access today, the assistant loses it today too.
• You approve every connection on a screen that names the assistant and the person it will act for.
• Hubtoll never stores the secret keys in plain text. Only a scrambled form is kept.
• Anything that could change how your company runs (forms, workflows) is only ever a draft that a person reviews.
• You and your administrators can see and cancel a connection at any time.

Who can do what#

Common questions#