Set up the Amilia SmartRec Connector so your administrators can ask questions about SmartRec data, and hand off manual work, from the AI tool(s) they already use, such as Claude, ChatGPT, Copilot or Gemini.
Setup has 5 steps. First, request access with the beta eligibility form, and Amilia activates the connector for your organization. Next, an admin who manages permissions gives each admin access (Steps 2 and 3). Finally, each admin connects their own AI tool(s) and signs in with SmartRec (Steps 4 and 5).
Setup steps | Why |
Your main admin requests activation with the beta eligibility form. Amilia reviews it and activates the connector (if approved). | |
Grants Use the Amilia SmartRec AI connector (MCP server) to each admin who should use the connector. | |
Ensure each admin has the SmartRec permissions for the tasks they want to do, such as View programs and activities. | |
Adds the Amilia SmartRec Connector in your AI tool. | |
Signs in with SmartRec and approves access on the consent screen. |
Before you start
Please read and ensure the following:
Your organization's main admin requests activation of the Amilia SmartRec Connector during the beta. See Step 1.
An admin who can manage permissions gives each admin permission to use the connector in their AI tool. Only admins with permission can use it. See Steps 2 and 3.
You have an AI tool that supports connectors, such as Claude, Chat GPT or Copilot Studio. Plan requirements differ by provider and change often.
You have permission to add a custom connector in your AI tool, and your IT team’s approval if your organization requires it.
⚠️ Important: Data returned by the connector passes through your AI tool’s provider. Review the provider’s data handling terms and your organization’s policies before you connect. Some records can concern minors.
Step 1: Request to activate the connector
During the beta, your main administrator must request activation with the beta eligibility form (see the steps to follow). The beta is designed for teams that already use an AI tool and want to connect it to SmartRec on their own.
Amilia must activate the connector for your organization before anyone can use it. Until then, no admin can use it.
Steps to follow
- To complete the request form -
Answer the questions about you, your organization and your AI tool. You need your Amilia store login page URL, found in Account > Main information (under Options) or in your online store URL.
Confirm the statements at the end and then click Request to Join Beta.
Amilia reviews your answers and lets you know by the work email provided whether your organization is eligible. If it is, Amilia activates the connector and includes a link to resources in the email.
Step 2: Give admins permission to use the connector
An admin who can manage permissions must give the other admin(s) the Use the Amilia SmartRec AI connector (MCP server) permission. Only admins with this permission can use the connector.
Note: This permission does not give an admin any new rights in SmartRec. The connector won't go beyond the rights they already have. See Step 3 for details.
Step 3: Check the admin's SmartRec permissions
Admins who use the connector must also have the SmartRec permissions for the tasks they want to do. The connector can only do what an admin is already allowed to do in SmartRec. At a minimum, an admin needs:
Permission name 🔑 | What for |
Organization settings Use the Amilia SmartRec AI connector | Required to connect an AI agent to your organization's SmartRec data. |
Programs and activities | Required to see programs and activities. Without it, an admin can't ask about them or edit them. |
Other permissions give an admin more access. For example:
Permission name 🔑 | What for |
Programs and activities | Optional if you want to edit an activity's price or description. |
If you don't have the right permission, the connector returns an error and nothing is read or changed.
- Example of three administrators with different permissions -
How the permission checks work
Every time your AI tool makes a request, the connector checks two things, in order: that the admin has the permission to use the connector, and that the admin has the SmartRec permission the task needs. If either check fails, an error is returned.
Step 4: Connect your AI tool
Choose the AI assistant your organization uses. Each administrator connects their own account. You may connect with:
Connect with Claude
Add a custom connector
Custom connectors are available on paid Claude plans. Confirm current plan requirements and menu labels.
In Claude, open Customize > Connectors.
Select Add, then choose the option to add a custom connector.
Enter the name Amilia SmartRec & the server URL https://mcp.amilia.com/mcp.
Select Connect next to Amilia SmartRec, authenticate, and authorize access.
Connect with Microsoft Copilot Studio
- Instructions coming soon following further testing -
Connect with ChatGPT
Connect through the ChatGPT desktop app
Open Settings → Plugins
Not available yet Once the MCP is fully released, you should be able to find it from the search. If not, follow the next steps.
Click Add → Add MCP Server
3. Enter a name and choose Streamable HTTP.
4. Provide the server’s URL https://mcp.amilia.com/mcp.
5. Save the server, then go back to the MCPs list.
6. Click on Authenticate and complete sign-in.
7. Once connected, you can start using it in chats by asking question with “using amilia mcp” although the agent should be able to use it when needed without explicit prompting.
Connect with Gemini
Gemini Web App (or Desktop App)
1. Navigate to Customize → Connectors
2. Search for Amilia SmartRec, and add it.
3. If you can’t find it, click on + Custom.
4. Provide the server’s URL.
5. Complete Authentication by clicking Next.
Step 5: Authentication and consent
The connector uses OAuth 2.0 with the authorization code flow and PKCE. You sign in directly with SmartRec. Your SmartRec credentials never reach your AI assistant.
What you see when you connect
Select Connect in your AI assistant. Your browser opens the SmartRec sign-in page.
Sign in with your SmartRec administrator account.
Review the consent screen. It reads "[AI assistant] wants to access your Amilia SmartRec account" and lists the access requested: Access to read and write all data in any organization you can access.
Select Authorize to approve, or Cancel to decline.
Revoke access
For now, an administrator's access to the connector can be revoked by removing the SmartRec permission Use the Amilia SmartRec AI connector (MCP server). Without it, the connector returns an error and nothing is read or changed.
Soon, you will also be able to revoke the AI assistant's access to your SmartRec account (the OAuth access) at any time. After you revoke it, the AI assistant must ask you to authorize again before it can read or change anything.
Test your connection
Start a new conversation in your AI assistant and make sure the Amilia SmartRec connector is turned on for it.
Enter this prompt, replacing the text in brackets:
List the programs for [organization].Confirm that the assistant returns your programs.
If you see an error instead, check the steps above, then see Troubleshooting.
FAQ
As an admin, can I connect more than one AI tool?
Yes. You can connect more than one AI tool. You're not limited to one AI tool per admin.
Separate connections. You connect each AI tool on its own, from that tool, and sign in with your SmartRec admin account each time. This works with Claude, ChatGPT, Copilot and Gemini.
Permissions are checked on every request. No matter which AI tool you use, the Connector confirms two things:
You have the Use the Amilia SmartRec AI connector (MCP server) permission for the organization.
You have the SmartRec permission the task needs, such as View programs and activities to read, or Modify activities to update.
Your login stays private. Your SmartRec credentials never reach any AI tool or its provider.
You stay in control. You can disconnect the Connector in any AI tool at any time.
What I expect during the beta period?
The Amilia SmartRec Connector is in a free open beta. Here is what that means:
Cost. The beta is free until at least early 2027. Your AI tool may charge credits or tokens, depending on how much you and your team use it. Your AI provider sets those costs, so talk with your IT team.
Scope. The beta covers programs and activities. You can ask questions about them, update program prices and descriptions, and take attendance.
Access. The beta is open to admins from organizations who complete the eligibility form and are accepted.(see Step 1).
Support is self-serve during the beta:
Read the resources. Check the setup, example prompts, playbooks and troubleshooting articles.
Ask your AI tool. Rephrase your request, narrow it down, or ask the tool to show how it got its answer.
Send feedback to Amilia. We review all feedback, but we can’t act on every item.
🎗️ Copy this into your AI tool to send feedback
Send feedback to Amilia: I asked for [what you asked], got [what you received], and expected [what you expected].
If you can’t connect, first check that the connector is activated, you have both permissions, and the connection is authorized and turned on. Then start a chat with us. Include your AI tool and plan, your organization ID, the date and time, your prompt, and the error.