Overview
The smartAI automation tool was released in FY25 Q4, providing the ability to target and automate workflows that personalise communications. Integrating with the Access Recruitment CRM will allow customers to leverage increased automation quickly.
Whatâs new?
System administrators can now configure multiple smartAI account instances within Access Recruitment CRM. The previous single-instance configuration form has been replaced with a managed sub-list, allowing each instance to be independently configured and used with its own URL settings and user/user group assignments. This enables different consultants or regions to be directed to the appropriate smartAI environment at runtime.
Multi-instance smartAI Configuration
Request access to the smartAI suite from your Access account manager.
Once Access has activated the feature, a user without the View Tools-Integrations Menu restriction against their role can navigate to Tools ; Integrations where a tab of smartAI is available.
What's New
The smartAI integration tab now supports configuring multiple smartAI account instances within Access Recruitment CRM, rather than being limited to a single instance. Administrators can add, edit, and delete instances, each with its own connection settings and user/group assignments.
How It Works
Under Tools ; Integrations ; smartAI, a new collapsible smartAI Instances sub-list replaces the previous single-record configuration form. The header shows a live record count and provides add, refresh, and settings actions.
The sub-list displays each instance's Description, Client ID, URL (truncated), and Enabled status, with pencil (edit) and 3-dot (delete) actions per row.
On first load after deployment, the existing single-instance configuration (URL, Reconnect URL, Enabled) is automatically migrated into the sub-list as a Legacy instance, flagged internally and shown with a teal "Default" badge. The legacy instance cannot be deleted, and its Description field is locked to "smartAI" in edit mode.
Clicking â opens a New smartAI instance modal; clicking the pencil icon (đ) on a row opens an Edit smartAI instance modal pre-populated with that instance's values. Both modals expose Description, Client ID, URL, Reconnect URL, and an Enabled checkbox.
Validation on save: Description, URL and Reconnect URL are mandatory for all instances; Client ID is mandatory for non-legacy instances only. Description is capped at 40 characters, Client ID at 500. Missing mandatory fields block the save and surface inline validation messages.
Each instance modal also contains two nested sub-lists - smartAI User Mappings and smartAI User Group Mappings allowing individual users or user groups to be assigned to that specific instance via a picker, with delete-only row actions.
User Benefits
Enables different consultants or regions to be directed to the correct smartAI environment at runtime, rather than being restricted to one global configuration.
Existing configurations are preserved automatically during the upgrade, with no manual re-entry required.
Reuses familiar Access Recruitment CRM UX patterns (collapsible sub-lists, pencil/3-dot actions, modal dialogs), so no new interaction patterns need to be learned.
Where to Find It
Tools ; Integrations ; smartAI
Per-Instance Tabs on Job Forms
What's New
Contract and permanent job records now automatically surface the correct smartAI instance(s) under the More tab, based on the current user's individual or group assignments - removing the need for consultants to manually select or configure their smartAI environment.
How It Works
The system checks whether the current user is directly mapped to any enabled smartAI instance or belongs to a user group mapped to one. Both mapping types are evaluated independently, so a user can qualify for instances via either or both routes without one overriding the other.
If a user has no direct or group mapping to any instance, the system falls back to the legacy instance (where enabled) as the sole qualifying instance.
Each qualifying instance appears under More, labelled smartAI - <Description> (e.g. smartAI - Amoria Bond UK), with the default instance simply labelled smartAI.
Selecting an instance from More opens it as a tab on the job record, using the same labelling convention. The tab's URL is built at runtime by substituting the instance's configured Client ID (or blank, if none) into its URL pattern - each tab constructs its own URL independently.
If a previously opened instance stops qualifying for the user (e.g. it's disabled, or its mapping is removed), the persisted tab no longer renders, and the instance drops off the More list the next time a job record of that type is opened. Adding, editing, or deleting an instance prompts a refresh so these changes take effect.
User Benefits
Consultants land on the smartAI environment relevant to them automatically - no manual setup.
Supports users who need access to more than one smartAI instance (e.g. multi-brand or multi-client setups) without conflicting configuration.
Access stays current: if mappings change, outdated tabs and instances disappear without manual clean-up.
Where to Find It
Jobs ; Contract Jobs ; smartAI (tab(s))
Jobs ; Permanent Jobs ; smartAI (tab(s))
Selection smartAI Instance for Reconnect
What's New
The smartAI to Reconnect action on Saved Tag Files is now aware of a user's smartAI instance mappings. Rather than always opening a single, globally configured smartAI iframe, the action now resolves per user, which instance(s) they're entitled to, and behaves accordingly: opening the correct instance directly, prompting for a choice when more than one applies, or disabling the action entirely if none apply.
How It Works
Feature Toggle If the smartAI feature toggle is disabled, 'smartAI to Reconnect' does not appear in the Action menu at all, regardless of any instance mappings.
No Qualifying Instance If a user has no qualifying smartAI instance - no direct mapping, no group mapping, and no enabled default (legacy) instance - 'smartAI to Reconnect' is shown in a disabled/greyed-out state in the Action menu. It's not clickable and produces no action; no tooltip or error message is shown, but the visual state clearly distinguishes it from active items.
Single Qualifying Instance If a user is mapped to exactly one qualifying instance (directly or via a user group), clicking 'smartAI to Reconnect' opens the iframe immediately using that instance's configured Reconnect URL and Client ID (Tools ; Integrations ; smartAI) - no selection step is shown.
Multiple Qualifying Instances If a user qualifies for more than one instance, clicking 'smartAI to Reconnect' opens a pop-up with a dropdown listing each qualifying instance by its Description. Only instances applicable to that user are shown. The user selects one and confirms, or cancels:
Confirm - the pop-up closes and the iframe opens using the selected instance's Reconnect URL and Client ID.
Cancel/close - the pop-up closes, no iframe opens, and the user returns to the Saved Tag File view with no change of state.
Instance Eligibility Rules
An instance with no mappings configured is excluded from a user's available set, except the enabled default (legacy) instance, which remains available to users with no mapped instances.
A disabled instance is excluded regardless of whether mappings exist.
Excluded instances don't count toward the single/multi-instance logic - e.g. a user mapped to two instances where one is disabled is treated as single-instance and goes straight to the iframe.
Re-validation on Use
When a user confirms an instance (single or multi-instance path), the system re-checks at request time that the instance is still enabled and still applicable to that user, and refuses the request otherwise - preventing use of an instance that became ineligible between menu load and selection.
Per-User Evaluation
Availability of 'smartAI to Reconnect' is evaluated per user, not per system. On the same CRM and the same Saved Tag File, one user may see the action enabled while another sees it disabled, depending on their individual instance mappings.
User Benefits
No lost functionality on upgrade - customers who upgrade before configuring mappings still have working access to 'smartAI to Reconnect' via the default (legacy) instance.
Automatic routing - consultants mapped to a specific instance are taken straight there, with no manual selection needed.
Clear choice where relevant - consultants who genuinely have more than one applicable instance get a simple, explicit choice rather than an ambiguous default.
Safe by design - instance eligibility is re-checked at the point of use, so a change in mappings or instance status can't be exploited via a stale menu state.
Personalised, not global - each user's access reflects their own mappings, so one user's configuration never affects another's.
Where to Find It
My Actions ; Saved Tag Files ; (focus a Saved Tag File) ; Action (CTA) ; smartAI to Reconnect