Set up the Amilia SmartRec Connector so your administrators can ask questions about SmartRec data, and hand off manual work, from the AI assistant(s) they already use, such as Claude, ChatGPT, Copilot Studio or Gemini.

Setup has 5 steps. First, request access with the beta eligibility form. If approved, 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 assistant(s) and signs in with SmartRec (Steps 4 and 5).

Setup steps	Why
1. Request to activate the connector	Your main admin requests activation with the beta eligibility form. Amilia reviews it and activates the connector (if approved).
2. Give admins permission	Grants Use the Amilia SmartRec AI connector (MCP server) to each admin who should use the connector.
3. Check SmartRec permissions	Ensure each admin has the SmartRec permissions for the tasks they want to do, such as View programs and activities.
4. Connect your AI assistant(s)	Add the Amilia SmartRec Connector in your AI assistant(s) and authenticate it.
5. Test the connection	Confirms the connection works by asking your AI assistant to list your programs.

Before you start

Please read and ensure the following:

Your organization's main admin requests activation of the 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 assistant. Only admins with permission can use it. See Steps 2 and 3.
You have an AI assistant that supports connectors, such as Claude, Chat GPT or Copilot Studio. Plan requirements differ by provider and change often.
You have permission to manually add a connector in your AI assistant, and your IT team’s approval if your organization requires it.

⚠️ Important: Data returned by the SmartRec connector passes through your AI assistant’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 assistant 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 -

Open the SmartRec Connector Beta Eligibility Request Form.
Answer the questions about you, your organization and your AI assistant. 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.

See the FAQ for more details on the beta eligibility request form.

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. At a minimum, an admin needs:

Permission name 🔑	What for
Organization settings Use the Amilia SmartRec AI connector	Required to connect an AI assistant to your organization's SmartRec data.
Programs and activities View 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 Modify activities	Optional if you want to edit an activity's price or description.

If you don't have the right permission, the SmartRec 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 assistant makes a request, the connector checks two things: 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.

See the FAQ for more details on permissions for the SmartRec connector.

Step 4: Connect your AI assistant

Once Amilia has activated the connector for your organization, and your admins have the connector permission and the SmartRec permissions they need, each admin can connect their own AI assistant.

After you add the SmartRec connector in your AI assistant, you’re taken to the Amilia login page. Log in with your admin account and authorize access. The connector uses OAuth 2.0, a standard and secure way to sign in. Your credentials stay with Amilia and never reach your AI assistant.

Choose the AI assistant your organization uses (click to expand):

Claude

Steps to connect with Claude

In Claude, click Customize at the top of sidebar.
Next, click Connectors.
Locate the Amilia connector and click Connect.
A browser window opens with the message 'Finish connecting a connector?' Click Continue connecting.
On the Amilia login page, enter your admin credentials and click Log in.
On the next page, click Authorize.
A Connected message appears. If the Claude desktop app is open on your computer, close this page. If it isn’t, click Open desktop app.
To confirm the connector was added, go back to Customize > Connectors in Claude. A checkmark appears in the Status column next to Amilia.
You’re connected! See Step 5 to test your connection to make sure it works.

Microsoft Copilot Studio

⚠️ Important: If someone else manages your Microsoft licenses, such as an IT team, they may restrict who can add connectors. You may need to ask them to approve or handle the setup.

In Copilot Studio, you add the connector to an agent, which is Microsoft's name for the assistant you build there.

Steps to connect with Copilot

Open the agent you want to use in Copilot Studio.
Go to Tools and click Add a tool.
Click New tool, then Model Context Protocol. The MCP onboarding wizard opens.
Enter these details:
- Server name: Amilia SmartRec
- Server description: Use this to read and update Amilia SmartRec programs and activities for an organization: list programs and activities, check registrations and open spots, update prices and descriptions, and take attendance
- Server URL: https://mcp.amilia.com/mcp
For authentication, select OAuth 2.0, then Dynamic discovery, and click Create.
Create a new connection. When prompted, sign in with your Amilia account and authorize access.
Click Add to agent.
🎗️ If you don't see Model Context Protocol after you click New tool, your organization may not have it enabled, or your Microsoft administrators may manage it centrally. Ask your IT team to add the connector: Please add the MCP server at https://mcp.amilia.com/mcp to Copilot Studio and give our agent access.
For screenshots of each field, see Microsoft's guide: Connect your agent to an existing Model Context Protocol (MCP) server.

Chat GPT

Steps to connect with Chat GPT desktop app

Open Settings > Plugins.
Then, click Add and then Add MCP server.
A new form appears.
- In the Name field, type Amilia
- For Type, select Streamable HTTP
- Under URL, type https://mcp.amilia.com/mcp
Click Save at the bottom of the form.
Go back to Settings > Plugins.
Click on MCPs. Under Servers, you will see Amilia.
Click on Authenticate. This opens the Amilia login page.
On the Amilia login page, enter your admin credentials and click Log in.
On the next page, click Authorize.
A success message should appear.
See Step 5 to test your connection to make sure it works.

Gemini Web App (or Desktop App)

Steps to connect with Gemini Web App (or Desktop App)

In the app, navigate to Customize > Connectors.
In the Search bar, search for Amilia SmartRec, and add it.
- This might not work. If not, see the next step.
If you can't find it, click on + Custom.
On the Connect to an MPC server page, provide the server URL
- To do this, type https://mcp.amilia.com/mcp
Click Next to authenticate.
On the Amilia login page, enter your admin credentials and click Log in.
On the next page, click Authorize.
A success message should appear.
See Step 5 to test your connection to make sure it works.

See the FAQ for more details on connecting your AI assistant.

Step 5: Test your connection

Run a quick test to confirm your AI assistant can reach your SmartRec data.

💡 Once connected, you can start using it in chats by asking question with “using amilia mcp” although the AI assistant should be able to use it when needed without explicit prompting.

Start a new conversation in your AI assistant and make sure the Amilia SmartRec connector is turned on for it.
- If it isn't, turn it on in your assistant's connector settings. You can ask for instructions if necessary.
Enter this prompt, replacing the text in brackets: List the programs for [organization].
If your AI assistant asks for your organization URL, you can find it in Account > Main information (under Options) or in your online store URL.
If it asks for permission/approval to use the connector, Always allow or Allow once.
Example of Claude needing approval
Confirm that the assistant returns your programs.

If you see an error, it's likely related to permissions. Review the steps in this article and if you continue to get an error, see the Troubleshooting article.