AI allowances
Manage how many AI requests each person can start in Administration → AI → Allowances. Sign in as an administrator to change limits, reset balances, or review usage.
The default is 100 requests per person per day, shared across all modules. Each person has their own allowance. A request started in Workspace and a request started in Documents both use that person’s daily total.
The tab contains Global defaults, User overrides, and Module limits, followed by Daily usage.
Set the daily default
Section titled “Set the daily default”- Under Global defaults, enter Daily requests per person.
- Choose Save. The saved value applies to everyone who has no user override.
All allowance values must be whole numbers from 0 to 10,000. Zero blocks new requests for the people or module covered by that setting. There is no unlimited option.
Saving a limit changes what people can start next. It does not reset usage or cancel work already accepted. If you lower a person’s allowance below their current usage, they cannot start another request until they have capacity again.
Set a user override
Section titled “Set a user override”A user override replaces the global default for one person. For example, an override of 250 gives that person 250 requests per day, rather than adding 250 to the default.
- Under User overrides, choose Find a user.
- Search by name or email. Use the page controls if needed, then choose Select user.
- Enter Daily requests per person and choose Save.
The configured overrides list shows each person’s allowance, usage since reset, and remaining requests. Open a person to see today’s total, their current balances, the next automatic reset, and the last manual reset when one exists.
Choose Use global default in the user editor to remove an override. The person immediately inherits the current global value, and their recorded usage stays in place. A zero override blocks that person’s new requests; removing the override restores inheritance.
You can also find someone who has no override to check or reset their allowance. You do not need to create an override first.
Limit requests in a module
Section titled “Limit requests in a module”A module limit caps how many requests each person can start in that module per day. It applies alongside their overall allowance. It is not a pool shared by everyone, and it does not reserve any of their overall requests for that module.
- Under Module limits, choose Add module limit.
- Choose an available module from Select a module.
- Enter Daily requests per person and choose Save.
Open an existing module row to change its cap or choose Remove module limit. A module without a cap can use the person’s remaining overall allowance. Removing a cap preserves its recorded usage. A zero cap prevents new requests starting in that module.
For example, someone with an overall allowance of 100 and a Workspace cap of 20 can start at most 20 Workspace requests that day. After using those 20, they have 80 overall requests left for other modules, subject to any caps on those modules. If they have already used all 100 overall requests elsewhere, an unused Workspace cap does not give them extra requests.
A module cap may be higher than the global default because some people have higher user overrides. Both the person’s overall balance and the starting module’s balance must have room for a new request.
What counts as a request
Section titled “What counts as a request”One submitted prompt or AI action counts once when it passes validation and is accepted for execution. This includes user-initiated image generation, image editing, and speech generation.
| Event | Allowance use |
|---|---|
| A new prompt or AI action is accepted | One overall request and one request against its starting module |
| The accepted request later fails or you cancel it | It remains counted |
| A request is rejected before execution | Nothing is counted |
| The AI automatically retries, continues, compacts context, or delegates a step | No additional request |
| Accepted work continues in the background or across midnight | It remains part of the original request |
| You submit a fresh prompt or start a fresh retry | A new request, if accepted |
| An administrator tests a provider connection, or the platform runs unattended maintenance | No personal allowance use |
The starting module owns the request throughout its work. A Workspace request that delegates document creation to Documents still counts as one Workspace request and one overall request. Background work started for a person retains that person’s allowance attribution.
Automatic and manual resets
Section titled “Automatic and manual resets”Allowances reset automatically at midnight in the platform’s configured timezone. The tab shows that timezone and the next automatic reset time. Daylight-saving changes are handled as calendar-day boundaries, rather than as a fixed 24-hour timer.
If the platform timezone changes during a day, the current allowance day keeps its existing timezone until its next automatic boundary. The new timezone then takes effect.
To restore capacity immediately:
- For everyone, choose Reset everyone’s allowance under Global defaults and confirm the dialog.
- For one person, use Find a user, select them, choose Reset this person’s allowance, and confirm the dialog.
A manual reset restores both overall and module balances to their configured limits. It keeps limits and overrides unchanged, preserves usage history, and leaves accepted work running. The next midnight reset stays at the same time. A configured limit of zero still blocks new requests after a reset.
Review usage and history
Section titled “Review usage and history”Daily usage initially shows today. Set From date and To date to the same date for one day, or choose a range of up to 366 days. Choose a module or use All users to select a person, then choose Refresh. Use Previous and Next to move through the results. Selecting a usage row filters the history to that person.
The table groups accepted requests by date, user, and starting module. Manual resets shows reset events alongside the selected history.
For current balances, open the person under User overrides:
| Value | Meaning |
|---|---|
| Total requests today | All accepted requests today, including those before a manual reset |
| Used since reset | Requests charged against the person’s current allowance |
| Remaining | Capacity under their current overall limit; module caps may restrict a particular module further |
| Last manual reset | The latest manual reset affecting that person, when one exists |
For example, someone with a 100-request allowance uses 80 requests, receives a manual reset, and uses another 10. Their history shows 90 requests today. Their current balance shows 10 used since reset and 90 remaining.
Historical days show recorded usage and reset events. Today’s configured limits are not presented as the limits that applied on an earlier day. History begins when the allowances feature is activated, has no automatic expiry, and retains the recorded name and email even if an account is later deleted.
Usage Analytics remains the separate view for provider calls, tokens, and costs. Its totals can differ from allowance totals because one accepted request can make several provider calls.
Token safeguards
Section titled “Token safeguards”Use Module Assignments to enable AI for a module and choose its provider and model. Its initially collapsed Advanced limits section holds token controls such as Output tokens per AI step and Maximum tokens per process, with Manage daily allowances linking to the Allowances tab.
Request counts and time periods are no longer configured per assignment. Increasing a daily allowance does not increase token limits or a model’s maximum output. Accepted work can finish under its token safeguards even if an administrator changes an allowance while it is running.
Exhausted or unavailable allowances
Section titled “Exhausted or unavailable allowances”If a person’s overall daily allowance is exhausted, they cannot start new AI requests in any module. If only a module allowance is exhausted, other modules can still use their remaining overall allowance. Wait for the displayed reset time, or ask an administrator to review the limit or reset the balance.
If allowances are temporarily unavailable, retry later. New AI work does not start while the platform cannot safely record its allowance use.
Upgrading from module request limits
Section titled “Upgrading from module request limits”When this feature is activated, the old module request-count and time-period allowances are replaced by 100 requests per person per day, with no user overrides or module caps. Review the new default and add any exceptions your organisation needs after upgrading.
Existing token safeguards keep their values. Existing AI history is retained, while the new daily allowance history starts at activation.