NextAI Settings

NextAI Settings is the singleton configuration document for Smooth HR AI features. Set Platform (Gemini or OpenAI), API Key, Model Name, optional RPM auto-switch, and Usage Log Retention Days.

Help URL: https://smoothhiring.com/help/hrms/nextai/nextai-settings

Table of contents

1. Overview
2. Desk path
3. Platform field
4. API key
5. Model name
6. Auto-switch on RPM
7. Usage log retention
8. Help and other tabs
9. Who configures NextAI
10. Common mistakes
11. Troubleshooting

Overview

NextAI Settings fields (Smooth HR v16):

Smooth HR runs on Frappe v16. Module sidebars (People, Recruitment, Expenses, Performance, Tenure, NextAI) appear after login. DocType lists use /app/{slug}; workspace homes use /desk/{module}.

Desk path

Only System Manager has write permission by default.

Platform field

Choose Gemini or OpenAI. Must match the API key you paste. Descriptions in form link to Google AI Studio and OpenAI API keys pages.

API key

Store vendor secret in API Key password field. Rotate keys on compromise. Do not commit keys to git or share in tickets.

For Gemini: create key at Google AI Studio. For OpenAI: platform.openai.com API keys.

Model name

Link to NextAI Model Info records shipped as fixtures (model IDs, RPM limits). Pick model appropriate to platform. Invalid combinations fail at runtime.

Auto-switch on RPM

When enabled (recommended for free tier), Smooth HR switches to another available model if current model hits RPM threshold. If all models exhausted, upgrade subscription or wait for reset.

Usage log retention

Usage Log Retention Days (default 10) — scheduled cleanup deletes NextAI Usage Log entries older than this value. Increase for longer audit history; decrease for privacy minimization.

Help and other tabs

• Help tab: SmoothAI limitations and support link.
• Other tab: retention days field.

Who configures NextAI

System Manager configures; HR leadership approves data policy.

Common mistakes

Troubleshooting

Key rotation

Rotate API keys quarterly. Update NextAI Settings once; no code deploy required. Monitor Daily Usage Summary after rotation for anomalies.

Frequently asked questions

Where is usage_log_retention_days?

Other tab on NextAI Settings form.

Can I use Azure OpenAI?

Platform select is Gemini/OpenAI only in current version.

Related guides

• NextAI overview

Additional operational detail

Smooth HR v16 organizes HR into module workspaces accessible from the desktop app switcher. Each module sidebar mirrors production fixtures in the HRMS app: People at /desk/people, Recruitment at /desk/recruitment, Expenses at /desk/expenses, Performance at /desk/performance, Tenure at /desk/tenure, and NextAI at /desk/nextai. DocType routes follow /app/{slug} where slug is the lowercased DocType with spaces replaced by hyphens.

HR Managers configure masters and approvals; HR Users run daily transactions; Employees interact through self-service when User records link to Employee and roles permit; System Managers own site configuration including NextAI API credentials. Before go-live, validate Role Permissions Manager entries for each DocType mentioned in this guide.

When migrating from spreadsheets, import Company and Department before Employee, then recruitment and expense histories. Use Data Import templates and fix validation errors row-by-row rather than bulk-deleting partial loads. Clear desk cache after fixture updates so sidebars reflect the latest Smooth HR layout.

For payroll-adjacent HR data, keep Employee company and department aligned with cost centers. For recruitment, remember Job Applicant documents use email as the primary key. For expenses, settle Employee Advance balances on Expense Claim submission. For performance, run Appraisal Cycle to batch-create Appraisal records. For tenure, complete Employee Separation projects before deactivating employees. For NextAI, store Gemini or OpenAI keys only in NextAI Settings and review usage logs before retention cleanup runs.

Additional operational detail

Smooth HR v16 organizes HR into module workspaces accessible from the desktop app switcher. Each module sidebar mirrors production fixtures in the HRMS app: People at /desk/people, Recruitment at /desk/recruitment, Expenses at /desk/expenses, Performance at /desk/performance, Tenure at /desk/tenure, and NextAI at /desk/nextai. DocType routes follow /app/{slug} where slug is the lowercased DocType with spaces replaced by hyphens.

HR Managers configure masters and approvals; HR Users run daily transactions; Employees interact through self-service when User records link to Employee and roles permit; System Managers own site configuration including NextAI API credentials. Before go-live, validate Role Permissions Manager entries for each DocType mentioned in this guide.

When migrating from spreadsheets, import Company and Department before Employee, then recruitment and expense histories. Use Data Import templates and fix validation errors row-by-row rather than bulk-deleting partial loads. Clear desk cache after fixture updates so sidebars reflect the latest Smooth HR layout.

For payroll-adjacent HR data, keep Employee company and department aligned with cost centers. For recruitment, remember Job Applicant documents use email as the primary key. For expenses, settle Employee Advance balances on Expense Claim submission. For performance, run Appraisal Cycle to batch-create Appraisal records. For tenure, complete Employee Separation projects before deactivating employees. For NextAI, store Gemini or OpenAI keys only in NextAI Settings and review usage logs before retention cleanup runs.

Last updated: May 2026

Additional operational detail

Smooth HR v16 organizes HR into module workspaces accessible from the desktop app switcher. Each module sidebar mirrors production fixtures in the HRMS app: People at /desk/people, Recruitment at /desk/recruitment, Expenses at /desk/expenses, Performance at /desk/performance, Tenure at /desk/tenure, and NextAI at /desk/nextai. DocType routes follow /app/{slug} where slug is the lowercased DocType with spaces replaced by hyphens.

HR Managers configure masters and approvals; HR Users run daily transactions; Employees interact through self-service when User records link to Employee and roles permit; System Managers own site configuration including NextAI API credentials. Before go-live, validate Role Permissions Manager entries for each DocType mentioned in this guide.

When migrating from spreadsheets, import Company and Department before Employee, then recruitment and expense histories. Use Data Import templates and fix validation errors row-by-row rather than bulk-deleting partial loads. Clear desk cache after fixture updates so sidebars reflect the latest Smooth HR layout.

For payroll-adjacent HR data, keep Employee company and department aligned with cost centers. For recruitment, remember Job Applicant documents use email as the primary key. For expenses, settle Employee Advance balances on Expense Claim submission. For performance, run Appraisal Cycle to batch-create Appraisal records. For tenure, complete Employee Separation projects before deactivating employees. For NextAI, store Gemini or OpenAI keys only in NextAI Settings and review usage logs before retention cleanup runs.