The Administering and Managing Arbor AI Series
This guide is a part of a series. The guides in this series are:
AI (Artificial Intelligence)
Technology that allows computers to understand and respond to information in a human-like way: for example, answering questions, writing messages, or summarising data automatically.
Allowance Refresh
At the start of each new month, your school’s free AI allowance resets, giving you a fresh set of usage credits.
Arbor AI
Arbor’s built-in assistant that helps you complete tasks faster in your MIS. It can answer questions, draft emails, summarise student data, and create formulas from your descriptions.
AI Features / Tools
Specific parts of Arbor AI that perform different actions. For example:
- Ask Arbor – answers questions about your school or students.
- Suggest Comms – helps you draft emails, letters, and SMS.
- Student Summary – generates quick reports about a student.
- Create Formula – turns your descriptions into tables or formulas.
AI Subscription
A paid plan that gives your school a larger AI allowance. It ensures you don’t lose access to Arbor AI even after your free allowance runs out.
AI Subscription Balance
The amount of your AI Subscription that's remaining for you to use on Arbor AI interactions or messages. Once your free allowance is used up, Arbor automatically starts using your subscription balance.
AI Usage / Usage Credits
Every time you use an Arbor AI feature (for example, asking Ask Arbor a question), it uses a small number of AI usage credits. These credits measure how much AI activity your school has used in a given period. Think of them like minutes on a phone plan. Every interaction “uses up” a small portion of your allowance.
Interaction / Message
Each separate request or action made with Arbor AI. Examples:
- Asking “Show me attendance for Year 9 this term” = 1 interaction.
- Asking “Write a letter to parents about the school trip” = 1 interaction.
Complex or multi-step requests may use more credits per interaction.
Monthly Free Allowance
The number of AI interactions your school can use each month at no cost. Once you hit that limit, Arbor AI features will pause until the next month, unless you purchase a paid AI Subscription.
Threshold Notifications (80%, 90%, 100%)
Automatic alerts that warn you when your school is getting close to using up its monthly free AI allowance.
- 80%: Heads-up notification
- 90%: Second notification
- 100%: AI access pauses unless you buy a subscription
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