Internal Assistant

The internal side of Syntra is a productivity assistant for your team. It sits in the bottom-right of every admin page as the Floating Assistant, lives in your internal Telegram bot for staff messaging, and powers the Create with Syntra dictation flow inside Treatment Notes. It has full access to your CRM, calendar, and reports — so anything a staff member would normally click through five screens to do, they can ask Syntra to do in one sentence.

For shared concepts (knowledge base, tools page, conversations log, usage and costs), see the Syntra AI overview. For the customer-facing side, see Customer-facing Syntra.

What the Internal Assistant Does

Examples of one-line asks staff actually use:

• "Look up John Smith's bookings for the past 6 months"
• "Reschedule Jane's Tuesday appointment to Friday at 3pm"
• "Create a quote for the Henderson job — 3 sessions at £180 each"
• "Send the after-care PDF to my last booking"
• "Summarise our top 5 leads this week and what's blocking each one"
• "What's our MRR and how has it moved this month?"
• "Convert that draft quote to an invoice and send it"
• "Draft a SOAP note from voice for my 11am client"

The internal assistant has its own model tier, its own system prompt, its own voice settings, and its own tool set — completely independent of the customer-facing side. Cost is billed and reported separately.

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The Floating Assistant

The Floating Assistant is the primary surface for the internal assistant — a chat panel anchored to the bottom-right of every authenticated page in the admin app.

Opening the assistant

Click the Syntra triangle floating button. The chat panel slides up. Type or click the microphone to start.

What's inside

Element	Purpose
Header	"Syntra Assistant" with a close button and a New chat action
Context banner	Surfaces what Syntra knows about the current page (e.g., the contact you're viewing, the booking you're editing) — Syntra has this context automatically
Suggestion buttons	Quick-start prompts you've configured (e.g., "Create a quote", "Look up a contact", "Browse catalog")
Chat thread	Your conversation, with tool-execution badges showing what Syntra is doing
Tool help (?)	Inline reference for what tools are enabled and what they do
Voice toggle	Hop into real-time voice mode without leaving the panel
Input	Type a message, dictate via mic, or hit voice mode

Context-aware

The Floating Assistant knows what page you're on. Open a contact and the assistant has that contact loaded in context. Open a booking and the assistant knows about the booking. You don't need to copy IDs — just ask "create a recurring invoice for them" and Syntra knows who "them" is.

Debug tool badges

Toggle on Debug Tool Badges in settings to see exactly which tool Syntra is calling and what arguments it's passing — useful for diagnosing why an answer was wrong, or confirming that the right action was triggered.

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Voice & Dictation

The internal assistant has three input modes: off, mic, and voice. Configure under Syntra > Internal.

Mode	What it does
Off	Text only — the microphone button is hidden
Mic	Browser-based speech-to-text — tap the mic, speak, your words turn into text in the input. Tap again to stop. The text is then sent like any normal message.
Voice	Real-time two-way voice — Syntra speaks back to you and you speak back. Conversation flows like a phone call, hands-free. Requires the assistant's voice mode to be enabled.

In mic mode, dictation runs locally in the browser — fast, private, no streaming. In voice mode, Syntra streams audio both ways for a natural back-and-forth.

Real-time voice

When voice mode is enabled, the Floating Assistant gets a call button alongside the mic. Tapping it:

1. Connects you to Syntra in voice mode
2. Streams your audio to Syntra and Syntra's responses back as audio
3. Continues to show transcripts in the chat panel as the conversation goes
4. Lets you switch tools, get tool results, and dictate notes — all hands-free

This is the input mode used for Create with Syntra when you pick voice dictation for treatment notes.

Voice configuration

Setting	Description
Voice	The voice Syntra uses when speaking (browse a curated catalogue from your settings)
Accent	One of 30+ accents — American, British, Australian, Indian, Irish, etc.
Gender	Male or Female
Age	Young, Middle Aged, or Old
Stability / Similarity	Tuning sliders for the voice character — more stable means more consistent, more similar means closer to the original voice's range
Language	One of 30+ languages — English, French, German, Spanish, Italian, Portuguese, Arabic, Hindi, Japanese, Mandarin, Korean, and many more

Voice tuning here is independent from customer-facing voice — your internal staff voice can be totally different from what customers hear.

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Voice Guardrails

To prevent runaway costs in voice mode, the internal assistant enforces a set of guardrails. Configure under Syntra > Internal.

Guardrail	Default	Purpose
Max duration (minutes)	30	Hard cap on a voice session length. Syntra ends the call automatically when reached.
Inactivity nudge (seconds)	30	After this many seconds of silence, Syntra prompts: "Are you still there?"
Inactivity timeout (seconds)	60	After this many seconds of silence, Syntra ends the call.
Input filtering	On	Filters out background noise and ambient speech so Syntra only acts on direct utterances. Recommended on.

These guardrails apply per voice session — restart a session and the timers reset.

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Create with Syntra

Inside Treatment Notes, the internal assistant can draft a note from a quick dictation. Pick the staff form, dictate what happened, and Syntra fills the structured fields for you.

The flow uses the same Floating Assistant in note-creation mode — kicked off automatically with a synthetic system prompt that points Syntra at the chosen form's schema. You always get the final say in a draft summary modal before the note is saved.

See Treatment Notes — Create with Syntra for the full walk-through.

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Admin Telegram Bot

The Admin Bot lets staff interact with Syntra over Telegram — privately or in group chats. Useful when you want to ask Syntra something while on the go without opening the admin app. Configure from Syntra > Channel Bot.

Linking your account

1. Toggle Enable bot on under the Admin Bot tab
2. Click Generate link code — you get a one-time code that expires in 10 minutes
3. Scan the QR code or follow the deep link
4. Your Telegram account is now linked to your admin user

Settings

Setting	Description
Allow Bot in Groups	Enable group-chat access (e.g., a staff group where everyone can talk to Syntra)
Response Mode	Only when @mentioned / All messages / Commands only
Require Linked Account	Must link personal Telegram to an admin user before the bot will respond
Allow Tool Execution	Whether the bot can call tools (create quotes, look up contacts, etc.) — turn off for read-only / advisory mode

Authorisation

The Admin Bot acts as the linked staff member for tool calls. If a sub-admin is linked, the bot is constrained to whatever that sub-admin can do in the regular admin app.

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Notification Channels

Beyond chat, the Admin Bot can route operational notifications to specific Telegram groups or channels. Useful for separating signal from noise — your bookings team gets booking pings, your sales team gets lead pings.

Notification Type	What triggers it
AI Bookings	A booking made through Syntra (any channel)
Website Bookings	A booking from your website's booking page
Cancellations	A booking cancellation
Reschedules	A booking reschedule
No-Shows	A customer marked as a no-show
Payment Received	A payment confirmation
New Leads	A new lead capture
Quote Requests	A new quote request
Customer Escalations	Syntra has escalated a conversation to staff
Daily Summary	Daily activity summary
Weekly Summary	Weekly activity summary

Toggle each notification type on or off per channel. Multiple channels can subscribe to the same types — handy for a "main alerts" group plus a quieter "executive summary" channel.

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Configuration

Configure the internal assistant from Syntra > Internal.

Identity & Behaviour

Setting	Description
Active	Master toggle — turn the internal assistant on or off
Model tier	Pick the model that powers responses — balance speed, cost, and depth
Custom Instructions	The system prompt for internal Syntra. Tell it about your business, how you want it to talk, and what to never do. Independent of the customer-facing prompt.

Suggestion Buttons

Customise the quick-start prompts that appear in the Floating Assistant.

Defaults: "Create a quote", "Look up a contact", "Browse catalog".

Replace with whatever your team actually starts conversations with — "Today's bookings", "MRR snapshot", "Pending invoices", "Overdue follow-ups".

Voice & Dictation

See Voice & Dictation and Voice Guardrails above.

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Internal Tool Catalogue

Internal Syntra has access to a broad set of tools — covering most of what staff would normally do by clicking through the admin app. Toggle any of them on or off from Syntra > Tools & Actions. Tools are organised into 13 categories:

Bookings

Read and edit appointments. Examples: look up bookings by date / customer / staff, reschedule a booking, cancel a booking, add extras, edit booking notes.

Contacts & Leads

Find, create, and update customer records and leads. Examples: search contacts, create a new contact, update contact details, look up lead context, create a lead, analyse lead conversion patterns.

Invoices

Full invoice lifecycle — create, edit, send, void, record payments. Examples: create an invoice, edit an unsent invoice, send invoice email, record a payment, void an invoice, send a payment reminder.

Recurring Invoices

Manage subscription billing. Examples: create a recurring invoice, edit a recurring schedule, list recurring invoices, get the recurring-invoice list.

Quotes

Create, send, and convert quotes. Examples: create a quote, edit a draft quote, send a quote to the customer, convert an accepted quote to an invoice.

Catalog

Manage your service catalogue and products. Examples: create a catalogue item, edit a catalogue item, manage service variants.

Memberships

Manage membership plans and subscribers. Examples: list membership plans, view membership stats, manage a member's status, look up a member's details.

Jobs

Read and update jobs (the work-tracker module). Examples: list jobs, create a job, update a job's status.

Staff

Manage staff / agents and their availability. Examples: search staff, assign an agent to a booking, manage agent availability.

Availability

Calendar and booking-slot operations. Examples: check agent availability, create a recurring time block, remove a block, get a schedule overview.

Clinical Notes

Read, create, and edit treatment notes. Examples: list staff form templates, get staff notes for a contact, create a staff note (used by Create with Syntra), update a staff-note draft, summarise client history.

Reports

Pull business performance data. Examples: get revenue summary, get pipeline summary, get lead analytics, analyse lead conversions.

Knowledge

Search your business knowledge base for answers. Example: query the knowledge base for a policy or service detail.

Support

Submit a support request from inside the chat. Useful when staff hit something the assistant can't handle.

Tool gating

Every tool can be disabled individually if you don't want Syntra touching that part of your business — e.g., disable everything in Invoices and Recurring Invoices to make Syntra read-only on financial data. Whole categories can be toggled at once.

When a tool is disabled, Syntra won't call it and won't claim it can. If you ask Syntra to do something a disabled tool would handle, it'll politely tell you the action isn't available.

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