Stackroom AI
Ask your asset register a question. Or tell it to act.
Stackroom AI reads your own equipment records and can check items out, book them and raise reminders — always inside the permissions the person asking already has.
What is Stackroom AI?
Stackroom AI is an assistant built into Stackroom that answers questions about your own asset register and can act on it. It has seven read tools and six write actions — find an asset, check one out, book one, set a reminder — and every one of them runs inside the asker’s existing permissions, scoped to your organisation.
In practice
Things people actually ask it
The first three are questions. The last three are instructions — and it carries them out, recorded in the activity log as having been done by Stackroom AI.
How it works
An assistant with your permissions, not a chatbot
Seven read tools
Search assets, open one, list people, find warranties expiring, check bookings, summarise usage, and search the help docs.
Six write actions
Check out, check in, book, set status, move location and raise a reminder — each gated on the permission a person would need.
Scoped to the asker
A tool the person lacks permission for is never offered to the model, so it cannot surface a row they could not already open.
Photo autofill
Snap a photo and the model suggests name, brand, model and serial, so registering an asset is checking a form rather than typing one.
Metered, not surprising
A monthly credit budget per plan, shared across the organisation, with a warning as you approach it rather than a shock on the invoice.
Bring your own key
Point it at your own provider, model and key — encrypted at rest, never returned to the browser — and step outside the platform budget.
The answer, with the records behind it
Seven read tools sit behind the chat: search assets, open one, list people, warranties expiring, bookings, a usage summary and the help docs. The model picks which to call; the tools do the reading.
Each is scoped to your organisation and gated on the asking person’s own permission, so a tool they lack access to is never offered to the model in the first place.
Assignments
12 checked out
| Asset | Holder | Checked out | Due |
|---|---|---|---|
USB-C Dock — Dell WD19SAST-00071 | RNR. Nayar | 5 Aug 2026 | 5 Feb 2027 |
MacBook Pro 14"AST-00055 | JOJ. Okafor | 5 Aug 2026 | 5 Feb 2027 |
Dell Latitude 5440AST-00054 | RNR. Nayar | 5 Aug 2026 | 5 Feb 2027 |
HP EliteBook 840AST-00053 | RNR. Nayar | 5 Aug 2026 | 30 Sep 2026 |
Lenovo ThinkPad T14AST-00052 | JOJ. Okafor | 4 Aug 2026 | 28 Sep 2026 |
Dell OptiPlex 7010AST-00051 | TWT. Weiss | 3 Aug 2026 | 12 Aug 2026 |
R. Nayar has one — checked out on 5 Aug 2026, due back 5 Feb 2027. The second one is free and sitting in the IT Store.
| Asset | Tag | Holder | Since |
|---|---|---|---|
| USB-C Dock — Dell WD19S | AST-00071 | R. Nayar | 5 Aug 2026 |
| USB-C Dock — Dell WD19S | AST-00072 | — | available |
And it can do the thing you just asked about
Six write actions: check out, check in, book, set status, move location, raise a reminder. Each needs the same permission a person would need to do it by hand.
Nothing happens invisibly. The activity log records the action against Stackroom AI, so it is undone the way you would undo a colleague’s mistake.
Activity
Check out MacBook Pro 14" to R. Nayar, due 5 Feb 2027.
Photo autofill reads the label for you
Snap a photo and the model suggests name, brand, model and serial, so registering an asset is checking a form rather than typing one.
1,240 AI credits left this month
Reads your primary photo. Nothing is filled without pressing it.
Why an assistant, and not another report
Most questions people ask about equipment are one-offs. Who has the spare dock. Whether the projector is free on Thursday. What the leaver in accounts still holds. None of them justify building a report, and all of them cost somebody five minutes of clicking — which is why they usually get answered by shouting across the office instead.
An assistant is the right shape for that class of question. You ask in the words you would have used to the colleague sitting opposite, and it reads the register rather than guessing. When the answer implies an action — the dock should go to Priya — you say so, and it does it.
The part that took the work is the boring part: making sure it cannot become a way around your permissions. Every tool is scoped to your organisation and gated on the asker’s own access, which means Stackroom AI is a faster route to things that person could already do, and never a route to anything else.
Trust
What it will not do
- Surface a record the person asking could not already open in the app.
- Reach across organisations — every query is scoped to your tenant in the data layer.
- Act without the permission a person would need to do the same thing by hand.
- Act invisibly — writes are recorded in the activity log, attributed to Stackroom AI.
- Send your data to a provider you did not configure.
- Offer photo autofill when the configured model cannot read images.
FAQ
Questions about Stackroom AI
What can Stackroom AI actually do?
It answers questions about your own register — find an asset, who holds it, what is out on loan, which warranties expire soon, what a team is using — and it can act: check an item out or back in, book one, move it, change its status, or set a reminder. Seven read tools and six write actions, not a search box.
Can it see data the person asking should not see?
No. Every tool runs inside the asker's own permissions and is scoped to your organisation, so it can only surface rows that person could already open in the app. A tool they lack permission for is never even offered to the model.
Can it change something by mistake?
Write actions are separate from reads, gated on the same permissions a person would need to do it by hand, and recorded in the activity log attributed to Stackroom AI. Anything it does, you can see it did and undo the way you would undo a human's mistake.
Which AI model does it use?
Whichever one is configured. The assistant speaks a provider-neutral interface, so it runs on Claude, GPT, Gemini or any OpenAI-compatible model — Groq, Mistral, DeepSeek, xAI and OpenRouter among them.
Can we use our own API key?
Yes. Bring your own provider, model, base URL and key under Settings → AI. Your key is encrypted at rest and never returned to the browser, and using it takes you outside the platform credit budget entirely.
How is AI usage charged?
Each plan carries a monthly credit budget shared across your whole organisation, debited from actual token usage. You get a warning as you approach the ceiling rather than a surprise, and bringing your own key bypasses the budget.
What is photo autofill?
Point a camera at a piece of equipment and the model reads the image to suggest name, brand, model and serial, so registering an asset is checking a form rather than typing one. If the configured model cannot read images, the feature reports itself unavailable rather than offering a button that fails.
Is Stackroom AI included on every plan?
No. Which plans include Stackroom AI, and the monthly credit budget each one carries, are listed on the pricing page — served from our billing API rather than written into this page, so the answer there is always the current one.
Ask it something about your own kit
Import a list, tag a few things, and ask who has what. The free tier has unlimited users.