AI access and tokens
Who can use AI
An admin decides who in the organisation can use the AI features: the assistant, questions about your data, AI help inside screens, and AI apps connected through MCP. The choice is made on Settings › AI › Access & usage.
| Option | Who can use AI | Seats needed |
|---|---|---|
| Off | Nobody. AI is switched off completely and no request reaches a model. | — |
| Admins only (default) | Organisation admins and owners. | No |
| Admins and managers | Admins, plus anyone who manages a team. | No |
| Everyone | Every member of the organisation. | No |
| People with a seat | Only the people an admin gives a seat. | Yes |
Someone outside the chosen group sees a short message that they don't have access and can ask an admin. People still see and use only what their own permissions allow. AI never widens access. During a support session, AI answers can be read, but nothing can be sent or changed.
Answers the product computes by itself, such as a count it already holds, continue when model calls are off. A weekly summary that an administrator sends is not limited by this choice. The same choice covers the assistant, the short actions on a page, the connected tools, search in ordinary language, and writing help.
Choosing who can use AI
Open the settings
Go to Settings › AI › Access & usage.
Pick one option
Select Off, Admins only, Admins and managers, Everyone or People with a seat.
Give seats if needed
If you picked People with a seat, give a seat to each person who should use AI from the list on the same page.
Seats
With People with a seat selected, give a seat to a person from the list on the same page, or remove it. Seats only count while that option is selected.
Monthly limit per person
You can set the most AI tokens one person may use in a calendar month. Leave the field empty for no limit. When a person reaches the limit, their AI features pause until the next month.
AI tokens and usage
The page shows this month's AI tokens: how many are used, how many are left and, at the current pace, how many will be used by the end of the month and the day they would run out. Below it, usage is listed by person, by automation, by feature and by model.
| Assistant | 4.2 M |
|---|---|
| Search in plain language | 1.1 M |
| Writing help | 1.6 M |
| Planning and staffing | 1.3 M |
| Thread summaries | 0.6 M |
Managed models draw on a monthly allowance of AI tokens. The included allowance is ten million tokens each calendar month. Packs added later are used after that allowance, oldest first. Administrators are told once when most of the month is used, and once when it is used up. A heavier request then uses the ordinary model. When nothing remains, the request stops. A model the institution runs, and a connection the organisation brings, do not spend the allowance.
Tip
Watch the forecast on Access & usage. If the day the tokens would run out falls before the end of the month, request a token pack in time.
Token packs
If the month's tokens are not enough, request a token pack of 1, 5, 10 or 50 million tokens, with an optional note. The request is recorded, and the pack is added to your organisation's balance once it is processed.
Open the token section
Go to Settings › AI › Access & usage.
Request a pack
Choose Request a token pack, pick 1, 5, 10 or 50 million tokens and add a note if you like.
Wait for processing
The request is recorded. Once it is processed, the pack appears in your organisation's balance and is used after the monthly allowance.
Emergency stop
The Emergency stop card on the same page stops every request of the AI features in your organisation at once, whatever option is selected above. When the reason is resolved, turn AI back on from the same place. While AI is off or stopped, no request of the AI features reaches a model. Screenshot analysis in activity tracking has its own switch in the activity settings.
Warning
The emergency stop does not pause screenshot analysis in activity tracking. That has its own switch in the activity settings.
Who can change these settings
Organisation owners and admins. Every change is recorded with who made it and when.
FAQ
Admins only: organisation admins and owners can use AI until an admin picks another option.
No. People still see and use only what their own permissions allow. AI never widens access.
Ten million tokens each calendar month for managed models. Packs you add are used after that allowance, oldest first.
Administrators are told once when most of the month is used and once when it is used up. A heavier request then uses the ordinary model. When nothing remains, the request stops. Answers the product computes by itself continue.
No. A model the institution runs, and a connection the organisation brings, do not spend the allowance.
Their AI features pause until the next calendar month. Leave the limit field empty if you do not want a limit.