AI Features

The AI Features page lets you enable and configure PawPlacer's artificial intelligence capabilities. Each feature is independent; you can turn on just the ones that fit your workflow.

Accessing AI Features

1. Navigate to Settings from the sidebar
2. Click AI Features

This page requires Admin permissions.

Privacy and Data Handling

A privacy notice appears at the top of the page explaining how your data is handled. Key points:

• Data is processed by OpenAI with a zero-retention agreement; nothing is stored on their servers after processing
• PawPlacer injects decoy data into every request to further protect real information
• No AI features are enabled by default; you choose exactly what to turn on
• Links to the Privacy Policy, Data Processing Agreement, and Terms of Service are provided in the banner

Regional Restrictions

AI Matching is not available in countries covered by GDPR regulations. If your organization is located in a restricted region, the AI Matching toggle will be disabled and a notice will explain why. AI Descriptions and AI Data Mapping are available in all regions.

AI Matching {% badge text="Beta" /%}

AI Matching goes beyond simple keyword filters. It reads the full context of each applicant and pet profile to surface compatibility insights your team might otherwise miss.

What It Does

• Provides quick compatibility estimates on every applicant profile once matching profiles are generated
• Produces detailed scores with specific strengths, concerns, and a plain-English explanation on demand
• Considers household setup, lifestyle, experience, and what each applicant is actually looking for
• All results are reviewed by your team before any decisions are made; AI Matching is an advisory tool, not a decision-maker

Enabling AI Matching

Toggle Enable AI Matching to on. Once enabled, you'll see several additional options:

• Bulk Enable AI Fields: Opens a dialog where you can select which form fields across your application forms should be included in matching; this controls what data the matching engine can see.
• Generate Matching Profiles: Builds the matching profiles that power compatibility scores; you need to run this after enabling matching and again whenever you make significant changes to your forms or pet data. The button changes to "Regenerate Profiles" after the first run.
• Clear Matching Data: Removes all generated matching data; this button only appears if profiles have been generated. Use it if you want to start fresh.

Data Sent for Matching

The page shows exactly what data is sent for each match. Two preview boxes display sample data:

• Pet data: species, breed, size, age, temperament, health status, description, adoption status, and any custom fields you've marked for matching
• Person data: household setup, lifestyle, experience, preferences, and any custom fields from your application forms marked for matching

How AI Matching Works

An expandable FAQ section at the bottom of the AI Matching area covers three levels of detail:

• How does this work?: A plain-language overview of the matching logic
• How does it actually work?: Explains the two-tier system: quick estimates (fast, embedding-based) and full AI-scored matches (detailed, LLM-powered)
• Engine room: Technical details covering embeddings, HNSW indexes, LLM scoring, the write path, and PII defenses

AI Descriptions

AI Descriptions generates written pet bios using data from each pet's profile. This can help you create consistent, engaging descriptions without writing each one manually.

Enabling AI Descriptions

Toggle Enable AI Descriptions to on.

A data preview box shows the type of information used to generate descriptions: species, breed, age, size, temperament, and health status. No data is sent unless you explicitly enable this feature.

Once enabled, AI description options become available on individual pet profiles.

AI Data Mapping

AI Data Mapping uses AI to help map imported data fields to PawPlacer fields during bulk data uploads. This speeds up the import process when column names in your spreadsheet don't exactly match PawPlacer's field names.

Enabling AI Data Mapping

Toggle Enable AI Data Mapping to on.

A data preview box shows an example of how form field names and values are mapped.

Permissions

Only team members with Admin access can view or modify AI feature settings.