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AI Document Search

Instantly Find Answers from Your Club Documents

ClubSoft’s AI Document Search allows members and administrators to ask questions in plain English and receive answers based on your club’s documents.

Instead of manually searching through PDFs, bylaws, marina rules, meeting minutes, policies, and procedures, users can simply ask a question and receive a relevant answer in seconds.

This feature helps clubs improve member self-service, reduce repetitive questions, and make important information easier to access.

How AI Document Search Works

ClubSoft securely indexes approved documents within your club’s document repository.

When a user asks a question, ClubSoft:

  1. Searches the club’s indexed documents
  2. Finds relevant content related to the question
  3. Uses AI to generate a summarized answer
  4. Displays source documents used to generate the response

Only documents that have been enabled for AI search are included in results.

Common Questions

Members and administrators can ask questions such as:

  • What are the guest moorage rules?
  • When are annual dues due?
  • Can members sublease their slips?
  • What insurance requirements apply to registered boats?
  • How do I reserve a club resource?
  • What are the club’s cancellation policies?
  • When is the annual meeting?

Questions can be asked using natural language without requiring specific keywords.

Enabling AI Document Search

AI Document Search can be enabled at both the club level and document level.

Step 1: Enable AI Search for Your Club

Navigate to:

Configuration → Application Settings – Support Options

Enable:

Ask Club Documents

Once enabled, ClubSoft will allow eligible documents to be indexed for AI search.

Step 2: Enable Documents for AI Search

Open the Club Documents within the Document section.

Enable:

Allow this document to be used in Ask Club Documents 

Only documents marked for Ask Club Documents search will be indexed and available to users.

This gives clubs full control over which documents are searchable.

Examples of recommended documents:

  • Bylaws
  • Standing Rules
  • Marina Rules
  • Membership Handbooks
  • Policies and Procedures
  • Event Guidelines
  • Board Approved Policies

Examples of documents often excluded:

  • Draft documents
  • Confidential board materials
  • Financial statements
  • Internal administrative records

Supported Document Types

AI Document Search supports most common document formats, including:

  • PDF
  • TXT
  • CSV
  • Uploaded text-based documents

When documents are updated, ClubSoft automatically reprocesses and reindexes the latest version.

Permission-Aware Results (coming soon)

AI Document Search respects existing ClubSoft permissions.

Users can only receive answers from documents they are authorized to access.

For example:

  • Board-only documents remain restricted to board members.
  • Committee documents remain restricted to committee members.
  • Member-only documents remain available only to members.

This ensures sensitive information remains protected.

Source References

Every answer includes references to the documents used to generate the response.

This allows users to:

  • Verify information
  • Read the original document
  • Review additional context
  • Increase confidence in the answer provided

ClubSoft is designed to help users find information quickly, but official club documents remain the authoritative source.

Administrative Logging

ClubSoft maintains a log of AI search activity for administrators.

Authorized administrators can review:

  • Questions submitted
  • Date and time of requests
  • Whether an answer was found
  • Source documents referenced
  • Usage statistics

This helps clubs understand what information members are searching for and identify opportunities to improve documentation.

Best Practices

For the best results:

  • Keep bylaws and policies up to date
  • Organize documents into logical categories
  • Enable AI search only for finalized documents
  • Use clear document titles
  • Remove outdated document versions when appropriate

Well-organized documents will produce more accurate and helpful answers.

Benefits

✔ Reduce repetitive member questions

✔ Improve member self-service

✔ Make club knowledge easier to access

✔ Save administrative time

✔ Increase engagement with club documents

✔ Help members find answers 24/7

Related Features

  • Document Repository
  • Member Uploaded Documents
  • Electronic Signatures (SignWell)
  • Member Portal
  • Club Communications
  • Knowledge Management
  • Role-Based Permissions