What your AI assistant can do in Nicoka (MCP)

The Nicoka MCP connector links your AI assistant, for example Claude, ChatGPT or Mistral's Le Chat, to your Nicoka workspace. Once connected, the assistant reads your data and acts in Nicoka, in natural language, with your user rights. This article describes what it can do, and the safeguards around each action.

1. How the connection works

• Secure connection (OAuth 2.1): you sign in with your usual Nicoka account. The assistant never sees your password.
• Explicit consent: before any connection, the Nicoka Authorize access screen lists what the assistant will be allowed to do. You choose Allow or Deny. This screen is translated into the 12 languages of Nicoka.
• Administrator control: the administrator of your workspace decides, through profile rights, which users may connect an AI assistant.

2. What your assistant can do, module by module

More than 80 tools are available. You do not need to know their names: describe what you want, and the assistant picks the tool. The technical names are listed under each module to help you set the permissions in your assistant.

Go straight to a module:

• 2.1 Recruitment (ATS)
• 2.2 CRM
• 2.3 Activities, tasks and calendar
• 2.4 Sales and invoicing
• 2.5 Projects, time and planning
• 2.6 Service Desk
• 2.7 Expense claims
• 2.8 Reporting and dashboards
• 2.9 Documents
• 2.10 Team and settings

2.1 Recruitment (ATS)

• Search candidates from a natural-language brief: position, skills, location and radius, seniority, salary, "never contacted", "already assessed", "added this month".
• View a candidate: full profile, ongoing applications with their step, history of notes, calls, assessments and client shares.
• Create or update a candidate, custom fields of your workspace included.
• Manage your jobs: list jobs, view a job and the steps of its pipeline, create a job.
• Move the pipeline forward: add up to 50 candidates to a job at once, move them to another step, disqualify them with a configured reason. A plain step move only fires the step's automatic sends, never the email the « Move to » dialog offers you: for that one, see the prepared step move below.
• Log your interactions: add a note (interview report, reference check, depending on the types of your workspace), log an incoming or outgoing call.
• Prepare an assessment or a share: from your interview notes, the assistant prepares an assessment grid or an email presenting the candidate to a client. The preparation appears in the candidate timeline as a pre-filled form: nothing is created or sent until you have reviewed and validated it in Nicoka.
• Move a candidate to a step with its email: the assistant prepares the move together with the email the « Move to » dialog offers you, with the template of your choice and the job's documents attached (the job description for instance). It shows you the email as the candidate will receive it: sender, recipient, subject, text and attachments. You then approve either in the conversation, and the assistant moves the candidate and sends exactly that email from your mailbox, or in Nicoka, from the « prepared by the assistant » line of the candidate timeline.
• Search for new profiles on Kalent, once your workspace has connected its Kalent account: from a description or criteria (job titles, skills, location and radius, years of experience, companies to target or exclude), the assistant brings back profiles with their position, background and skills, and flags those already in your database. Each profile returned uses one Kalent credit: the assistant brings back 10 at most per call, say how many you want. Nothing is added to Nicoka unless you ask. See Searching for profiles with Kalent.

Example: "Find me senior PHP developers around Nantes who were never contacted, and add the first three to the Lead Dev job."

Tools: nicoka_search_candidates, nicoka_list_candidates, nicoka_get_candidate, nicoka_create_candidate, nicoka_update_candidate, nicoka_candidate_jobs, nicoka_list_jobs, nicoka_get_job, nicoka_create_job, nicoka_job_candidates, nicoka_add_candidate_to_job, nicoka_move_candidate_to_step, nicoka_disqualify_candidate, nicoka_add_candidate_note, nicoka_log_candidate_call, nicoka_list_candidate_activities, nicoka_prepare_candidate_action, nicoka_kalent_search_talents

2.2 CRM

• View your customer accounts and prospects, with their contacts, jobs and opportunities.
• Find the history of notes, calls, emails and meetings of an account, a contact or an opportunity.
• Follow your opportunities and the leads from your campaigns.
• Create an account, a contact or an opportunity, update an account or a contact, custom fields of your workspace included, add a note on each of them.

Example: "Summarize the history of this customer: latest exchanges, open opportunities, key contacts."

Tools: nicoka_list_customers, nicoka_get_customer, nicoka_create_customer, nicoka_update_entity, nicoka_list_prospect_companies, nicoka_get_prospect_company, nicoka_list_contacts, nicoka_get_contact, nicoka_create_contact, nicoka_update_contact, nicoka_list_opportunities, nicoka_get_opportunity, nicoka_create_opportunity, nicoka_add_customer_note, nicoka_add_contact_note, nicoka_add_opportunity_note, nicoka_list_crm_activities, nicoka_list_campaign_leads, nicoka_get_campaign_lead

2.3 Activities, tasks and calendar

• Log a past interaction at its real date: email, call, meeting or note. The "last contact" indicators of the record are updated.
• Correct an activity (type, text, date) or delete it, after confirmation.
• Schedule a task on a candidate, a contact, an account or an opportunity, with a due date, a priority and an assignee.
• View the calendar over a period of 92 days at most.

Example: "Log my call with this contact this morning, then create a follow-up for Thursday."

Tools: nicoka_log_activity, nicoka_update_activity, nicoka_delete_activity, nicoka_create_task, nicoka_list_events, nicoka_get_event

2.4 Sales and invoicing

• View your quotations and orders, with their lines and invoicing schedule.
• View your invoices and payments: amounts, payment status, customer.
• View the billing forecast: the deadlines not invoiced yet, from orders and tickets.
• This module is read-only: the assistant creates no quotation, order, invoice or payment.

Example: "Which invoices of this customer are still unpaid?"

Tools: nicoka_list_quotations, nicoka_get_quotation, nicoka_list_quotation_items, nicoka_list_orders, nicoka_get_order, nicoka_list_order_items, nicoka_list_order_deadlines, nicoka_list_invoices, nicoka_get_invoice, nicoka_list_payments, nicoka_get_payment, nicoka_list_billing_forecast

2.5 Projects, time and planning

• View your projects and their billable activities: ordered and planned quantities, prices.
• Create a project or update an existing project, field by field.
• View timesheets by employee and by period, then the day-by-day entries. Timesheets are read-only.
• View the team capacity: working days and absences of employees over a period, according to your rights.
• View the planned workload: planned days per person, and on which projects or tickets.

Example: "How many days were logged on this project this month?"

Tools: nicoka_list_projects, nicoka_get_project, nicoka_update_project, nicoka_list_project_items, nicoka_list_timesheets, nicoka_get_timesheet, nicoka_list_timesheet_items, nicoka_list_working_days, nicoka_list_planned_workload, nicoka_create_entity

2.6 Service Desk

• View your tickets: project, requester, assignee, status and description.
• Create a ticket or update an existing ticket.
• Answer in a ticket: a message is visible to the requester and may be emailed to them and to the people following the ticket. An internal note is visible to the team only.

Example: "Which open tickets are assigned to me on this project?"

Tools: nicoka_list_tickets, nicoka_get_ticket, nicoka_create_entity, nicoka_update_entity, nicoka_add_branch

2.7 Expense claims

• Create an expense claim with its expenses, or add an expense to a claim that can still be changed.
• Correct an existing expense.

Example: "Create my September expense claim with my two train trips to this customer."

Tools: nicoka_create_entity, nicoka_update_entity

2.8 Reporting and dashboards

• Ask a figure-based question: a total, a breakdown, a top list, a trend or a filtered list, without saving anything.
• Run an existing report from your catalog.
• Save a new report and build a dashboard, for yourself or shared with the team (creation right required).

Example: "Create a dashboard with the open jobs per consultant and this quarter's invoices."

Tools: nicoka_query, nicoka_list_reports, nicoka_run_report, nicoka_create_report, nicoka_create_dashboard

2.9 Documents

• List the documents attached to a record.
• Read the content of a resume or of a PDF or Office file.
• Attach a document to a record, 10 MB at most. A resume attached to a candidate becomes their reference resume.

Example: "Read this candidate's resume and summarize their last three positions."

Tools: nicoka_list_documents, nicoka_read_document, nicoka_upload_document, nicoka_list_document_types

2.10 Team and settings

• Identify the connected user and list the team members.
• Discover the structure of your records, custom fields included, so that the assistant reads and writes in the right place.

Example: "Who in the team belongs to the Lyon branch?"

Tools: nicoka_me, nicoka_list_team_members, nicoka_get_team_member, nicoka_get_schema, nicoka_list_entity_types

3. Examples by role

A few typical requests, and what the assistant chains to answer them. You do not need to say anything about the tools: describe the need, it chooses.

Recruiter

• "Which candidates on the Lead Dev job have had no contact for two weeks?" The assistant finds the job, lists its candidates, reads each one's history and returns those without a recent exchange.
• "Read Marie Martin's CV and summarise her last three positions." It opens the record, spots the CV among her documents, reads it and summarises.
• "I had Jean Dupont on the phone, he is interested. Log the call and create a follow-up for Friday." It logs an outbound call on the candidate's record, then creates a dated task.
• "Prepare this candidate's assessment from my interview notes." It drops a pre-filled grid in the candidate's timeline; you review it and save it yourself.

Sales

• "Give me the status of the Inomeum account: open opportunities, latest exchanges, quotations sent." It reads the account, its opportunities, its activity history and its quotations, then writes the summary.
• "Which invoices of this customer are still unpaid?" It lists the account's invoices and keeps only those whose payment is not settled.
• "Log the email I sent yesterday to this contact, then note that I have a meeting on Thursday at 2 pm." It logs the email at its real date, which updates the last contact of the record, then adds the note.

Manager

• "Summary of my team's activity this week." It identifies your team, goes through the week's calendar and the latest exchanges on the important accounts and opportunities, then writes the report.
• "How many days were entered on the Alpha project this month, per consultant?" It asks the reporting engine, which computes within your access rights, and tells you what was computed.
• "Who is available next week, and what is the team planned on?" It crosses working days and absences with the planned workload per person and per project.
• "Create a dashboard with open jobs per consultant and the invoiced revenue of the quarter." It saves one report per indicator, then assembles them into a dashboard, for you or for the team.

HR and operations

• "Which candidates did we interview this week?" It goes through the week's calendar events linked to candidates and presents their profiles.
• "Create my September expense claim with my two train trips to this customer." It creates the expense claim with its two expenses, as a draft; you submit it for approval from Nicoka.
• "Open a ticket for the Durand customer: portal access impossible, high priority, then reply that it is being handled." It creates the ticket on the customer's project, then adds a message in the thread, visible to the requester.
• "Which documents are attached to this candidate? Attach this contract." It lists the documents of the record and uploads the file under the right document type.

4. Built-in safeguards

• Additive by default: creating a record, adding a note or logging a call adds an entry, without changing existing data.
• Targeted and traced changes: only candidates, contacts, projects, tickets, expenses and activities can be changed, field by field. The assistant tells you exactly what was written.
• No record deletion: no candidate, contact, account or job. Only an activity (note, call, email) can be deleted, after confirmation.
• Sales and invoicing are read-only: the assistant creates no quotation, order, invoice or payment. Timesheets are read-only too.
• Assessments and shares validated by you: the assistant prepares them, but they are only created and sent once you validate them in Nicoka.
• Step emails sent on your approval: a step move with an email only goes out after your explicit approval, given in the conversation on the email preview or in Nicoka. Your assistant also asks your permission before using the move tool. The email always goes to the candidate themselves, from a template of your instance: the assistant can neither rewrite its text nor change the recipient. If the template or the candidate record changes between the preview and your approval, nothing is sent and the assistant has to show you a new preview.
• Your rights apply: the assistant only sees and changes what you can see and change. Creating a report or a dashboard requires the matching right.
• Disqualifying sends nothing: no message is sent to the candidate this way.

5. What your assistant does not do

These limits are deliberate: they keep in Nicoka, under your control, the actions that commit your customers, your candidates or your accounts.

• No email or SMS sending on your behalf: it logs your exchanges, it does not send them. Only a reply in a ticket thread reaches the requester, according to the project's notification rules.
• No record deletion, no merge: candidates, contacts, accounts, jobs, projects and tickets stay in place. Only an activity can be deleted, after confirmation.
• No recruitment decision: hiring, reopening an application or sending a rejection message are done in Nicoka. The assistant is limited to moving a candidate to a step and to disqualifying, without any message to the candidate.
• Sales are read-only: no quotation, order, invoice or payment. Timesheets cannot be filled in by the assistant.
• Expense claims stay drafts: the assistant creates the claim and its expenses; submission, approval and payment stay in Nicoka.
• Modules not covered: leave and absences, payroll, purchases, equipment and training are not reachable through the connector. Absences only show up in the team capacity (see 2.5).
• No configuration: it changes neither your rights, nor your workflows, nor your templates.
• Bounded volumes: the calendar is read by periods of 92 days at most, an uploaded document weighs 10 MB at most, and one placement covers 50 candidates at most.
• No monitoring: the assistant answers when you ask. It does not watch your data and never alerts you on its own.

6. Our tips to get started

• Always allow the reading tools you use often (candidate search, viewing records).
• Keep manual approval for writing tools while you get used to them: your assistant will ask for confirmation for every creation or change.
• Be specific: name the job, the customer or the candidate, and give your criteria in a single sentence. The assistant then chains the tools it needs.

7. Frequently asked questions

Are my custom fields available?
Yes. The assistant discovers the real structure of your records, custom fields included, and uses them to read and to write.

Where is my data processed?
Your data stays in Nicoka. The assistant only receives the information returned by the tools it calls to answer your requests. It then applies its own terms of use: read them before using it on personal data.

Can I cut off access?
Yes, at any time: disconnect the connector from your assistant's settings. The administrator of your workspace can also remove the connection right from a profile.

Need help?

Contact Nicoka support: our teams help you connect your assistant and set your permissions.