Your work, connected.

Welcome to HEIDI, your workspace for getting work done with AI teammates.

Start with a request

Give a bot a clear assignment, add the files it needs, and choose which apps it can use. Keep the conversation, supporting evidence and results together.

You stay in control of what HEIDI can access and which actions need your approval.

A useful first task

Try: “Read these notes, identify the open questions, and prepare a summary for my review.” Add your notes with the attachment button, then send your request.

Get started

Set up HEIDI and connect your workspace.

Install HEIDI

Use the HEIDI installer provided by your organization or UpQuAI. On Windows, check that the publisher is UpQuAI Solutions AG before continuing. On Mac, use the installer for Apple silicon or Intel, open it, and drag HEIDI into Applications. Open HEIDI from Applications when installation finishes.

Connect your workspace

Select HEIDI at the top of the sidebar. Sign in with the email and password of your HEIDI / Process Designer account, then choose your workspace.

Your workspace account gives you access to shared work. Email, calendars and other apps are connected separately through Plugins.

Set up AI

If HEIDI asks you to set up an AI service, follow the setup steps shown in the app. Choose a service approved by your organization and sign in to that service when asked. Available models and usage limits depend on the account you choose.

Bots and tasks

Give each bot a purpose and keep related work together.

Create a bot

Use the plus button in the sidebar to create a bot. Give it a name and describe its role. Choose its AI service, files and permissions to suit the work.

Give a clear brief

Describe the result you want, the information the bot should use, and any limits it must respect. For example: “Compare these offers, explain the differences, and prepare a recommendation. Do not contact the suppliers.”

Continue or stop work

Reply in the same task to build on its context. Use Stop to interrupt a running request. You can return to the saved conversation and continue later. Review the result and its sources before relying on it.

Connect your apps

Bring email, calendars and business tools into your workspace.

Workspace apps

Open Tools → Plugins → Workspace apps. Search for the app you need, select Connect, and complete its sign-in steps. Use Connected to see the accounts already available to your workspace.

These connections are shared with Process Designer. The actions available to a bot depend on your workspace permissions and the app’s supported features.

Use the right account

Tell the bot which account or mailbox to use when you have more than one connection. If access has expired, reconnect the app in Plugins and try again.

Additional connections

Local app connections and custom connections can extend what a bot can do on this computer. Ask your workspace administrator for the correct setup details when an app requires them.

Voice input

Speak your request, then review it before sending.

Record a message

Connect your HEIDI workspace and click the microphone beside Send in a bot or room chat. Allow microphone access when your computer asks. Click Stop when you have finished speaking.

HEIDI uses MAI to turn your recording into text. Review or edit the transcript, then send it when you are ready. Recording alone does not send a chat message.

If recording does not start

Check your computer’s microphone privacy settings and selected input device. Make sure HEIDI is allowed to use the microphone, reconnect your workspace if needed, and try again.

Files and results

Work from your files and keep the evidence beside the answer.

Add context

Attach files with the paperclip beside the message field. You can also select a working folder for a bot. Only grant access to the files needed for the assignment.

Review and download

Open attachments and source references in the conversation to check the evidence. Use a result’s download action to save a generated file. If an answer is incomplete, explain what is missing and ask the bot to revise it.

Permissions and approvals

Choose how much independence each bot has.

Review requested actions

An approval card explains what the bot wants to do. Read the action and its destination before allowing it. Decline it or clarify your instructions if it does not match your request.

Viewing a file or reading a message does not itself authorize sending, changing or deleting anything.

Choose the level of access

Use the bot’s permission controls to decide when it should ask. Give broader access only for work and accounts you trust it to use. Your organization’s workspace permissions still apply.

Computer and browser

Choose where a bot can work.

Work on websites

Choose Browser in the bot’s computer settings to use the built-in browser. Open the Browser tab to see its pages and continue sign-in when asked.

Allow access on Mac

When you choose This computer, macOS may ask you to allow Screen Recording and Accessibility for HEIDI. Allow Microphone access when you use voice input. You can review these choices in System Settings → Privacy & Security. Only enable the access you want a bot to use.

Choose a computer

The computer panel shows which options are available on your device. Some options need a separate setup or service from your organization. An unavailable option cannot be used until that setup is complete.

Keep an eye on actions that change records, submit forms or contact other people. Use Stop if the bot is going in the wrong direction.

Gather knowledge

Collect expert input and turn it into reviewed requirements.

Agree the brief

Tell the bot what you need to learn, who can help, and what the finished result should contain. Choose email or Microsoft Teams where available, and decide whether to request an interview, written answers, or let each participant choose.

Choose how replies are sent

Select review before sending when you want to approve each message. For an accepted brief, you can allow routine replies to be sent automatically within its limits. Keep separate approval for changes beyond that brief.

Collection messages carry a reference so replies can be matched to the right work. Interview invitations and recording links depend on the services enabled for your workspace.

Review what was learned

Ask the bot to distinguish confirmed facts, open questions and proposed requirements. Check the supporting messages or recordings before approving the result.

Routines

Schedule work you want a bot to repeat.

Set a schedule

Open Routines for the bot, describe the work, and choose its schedule. Include the accounts and information it should use, and the actions that need approval.

For routines that run on this computer, keep HEIDI open and the computer awake and connected. Check each run’s result; a scheduled start does not guarantee that every action succeeded.

Keep HEIDI up to date

Check for improvements from inside the app.

Check for updates

Open your profile menu and select Check for updates, or open About HEIDI. Connect your workspace if asked. When an update is available, follow the download and restart steps shown.

HEIDI checks updates before installation. On Mac, Apple also verifies that the update comes from the same developer as your installed app. Keep HEIDI in Applications and finish your current work before restarting.

If an update is unavailable

Check your internet connection and workspace sign-in, then try again. If HEIDI says this installation cannot update, request the latest installer from your organization or UpQuAI.

Privacy notice

How personal data is used with HEIDI. Last updated 17 September 2026.

Who is responsible

UpQuAI Solutions AG, Poststrasse 13, 6300 Zug, Switzerland, is responsible for personal data it processes for its own account administration, support and service-security purposes. Contact contact@upquai.com for privacy questions or requests.

When your organization uses HEIDI to process business information, it generally determines the purpose of that processing. UpQuAI processes workspace information on its behalf under the applicable service agreement and data-processing terms. Your workspace administrator can explain your organization’s use of HEIDI.

Information used by HEIDI

Depending on the features you use, HEIDI processes account and workspace details, messages, selected files, generated results, connection information and records of authorized actions. Voice input processes your recording to produce a transcript. Browser or computer access can process page contents and screenshots; interviews can involve participant information and recordings.

Support enquiries may include your contact details, app version, error information and anything you choose to share. Remove confidential information from support screenshots and attachments unless it is needed to resolve your request.

Why information is processed

Information is used to provide your workspace, carry out the work you request, manage access, respond to support enquiries and protect the service against misuse.

Where the GDPR applies, the relevant grounds are performance of a contract, compliance with legal obligations, legitimate interests in reliable and secure service operation, and consent where required. Your organization determines the lawful basis for business information it provides. Where processing relies on consent, you may withdraw it for the future without affecting earlier lawful processing.

Local work and hosting

HEIDI keeps local work on your computer. Requests and relevant context may be sent to the AI service you select, and connected workspace features use the services linked to your account. Voice transcription sends your recording to your workspace’s transcription service.

HEIDI workspace data is hosted in Switzerland or the European Union. Contact us for the locations and processing terms applicable to your workspace, including backups.

Service providers and international processing

We use service providers for hosting, AI, transcription and communication. Depending on the services used with HEIDI, requests may be processed outside Switzerland and the European Union, including in the United States. Connected services have their own processing locations and terms.

Retention, model-training settings and access for support or safety monitoring depend on the service and account configuration.

Your organization should approve the services used for its information. Ask your administrator or contact UpQuAI for the relevant providers, processing locations and data-processing terms. Where UpQuAI transfers personal data internationally, the applicable transfer requirements must be met, including an adequacy decision or appropriate contractual safeguards where required. Information about applicable safeguards is available on request.

Retention and deletion

Local history and files remain on your device until removed. Disconnecting an account does not automatically delete saved work or records held by a connected service. Removing the app may leave local data or backups behind.

Workspace retention and deletion follow your organization’s settings, service agreement and applicable legal requirements. Account, support and security records are retained for the purposes described here and for any required legal, security or dispute-resolution period. Contact your administrator or UpQuAI to request the retention details and deletion options applicable to your data.

Access and security

Workspace permissions and the access you grant determine which information and actions are available to a bot. Review those permissions, use approved services, and protect your computer and accounts. UpQuAI service connections use HTTPS. Standard HEIDI desktop builds do not send optional product-usage analytics.

Provide the account information necessary for sign-in to use connected workspace features. Voice, computer access and individual app connections depend on the permissions you choose to grant. You can stop a bot, disconnect an app or change access through the product and your device settings.

Your rights

Depending on the applicable law, you may request access, correction, deletion, restriction or portability of your personal data, and object to certain processing. You may also have rights concerning decisions based solely on automated processing. Contact contact@upquai.com or your organization’s privacy contact; we may need to verify your identity before handling a request.

HEIDI can generate suggestions and perform actions within the permissions you give it. Ask your workspace administrator how automated processing is used in your organization and how to obtain review of a decision affecting you.

You may raise concerns with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or the competent data-protection authority in your country, including an EU supervisory authority where applicable.

Applicable law and updates

Processing is subject to the Swiss Federal Act on Data Protection and the GDPR where applicable. This notice describes the service; your organization’s privacy notice and the relevant data-processing agreement provide additional information about its use of HEIDI.

We update this notice when relevant service or processing arrangements change. The date above identifies the current version.

Get help

Resolve common issues and prepare a useful support request.

A connection or task stops working

Check your internet connection and reconnect the affected account. If a bot has stopped, read the message in the conversation and retry the specific step. Avoid repeating an action that may already have sent a message or changed a record.

A screenshot or page is missing

Open the Browser or Computer tab for the bot and check whether the selected option is available. A website may need you to sign in before the bot can continue.

Contact support

Email contact@upquai.com or contact your workspace administrator. Share the HEIDI version from About HEIDI, what you clicked, what you expected, and the message you received. Include a screenshot if helpful, after hiding confidential information.