Manage AI for Your Team

You can decide whether your team uses CheckFlow's AI features, see how many AI credits are left and what they were used for, and buy more credits, all on the AI tab of Team Management.

Before You Start

• You must be an Administrator. The AI tab, like the rest of Team Management, is not shown to Members or Guests.
• Which Members can use AI is not set here. It is the AI.User permission, on the Members tab. See Choose Who Can Use AI.

Open the AI Tab

1. Click Team Management in the left navigation bar.
2. Click the AI tab. You can also go straight to app.checkflow.io/team/ai.

The tab has six sections, in this order:

Section	What it is for
AI settings	The two switches, Allow AI features and Allow AI assistants to connect.
AI credits	How many credits are left, how many are included, and any packs you have bought.
AI usage	What the credits were used for this month, by feature, by person and action by action.
Who can use AI	Which roles can use AI, and how many of your Members hold AI.User.
How your data is handled	Where the AI runs, which model it is and what is sent to it. See How Your Data Is Handled.
AI assistants (MCP)	How AI assistants connect through the MCP server, and how that differs from AI features.

If AI is not yet available in your workspace's region, a banner at the top says so. Your settings still apply as soon as it is.

Turn AI Features On or Off

Allow AI features covers every AI feature in CheckFlow, for everyone in the team, Administrators included. When it is off, CheckFlow sends nothing from your team to an AI model.

1. In AI settings, turn the Allow AI features switch on or off.
2. Click Save. Nothing changes until you do.
3. If you are turning AI features off, click Turn Off in the confirmation dialog.

Turn AI Assistant Connections On or Off

Allow AI assistants to connect decides whether an AI assistant, such as Claude, ChatGPT or Copilot, can work with your team's checklists through CheckFlow's MCP server. It is separate from Allow AI features: turning AI features off does not stop assistants connecting.

1. In AI settings, turn the Allow AI assistants to connect switch on or off.
2. Click Save.

Turning this off blocks only the MCP server. Anything using the REST API with the same API keys carries on working. To stop one assistant rather than all of them, revoke the API key it uses on the API & Integrations tab instead.

Choose Who Can Use AI

Role	Can use AI features
Administrator	Always, while Allow AI features is on.
Member	Only with the AI.User permission. New Members are given it.
Guest	Never. Guests cannot be given permissions.

To grant or remove AI.User for a Member:

1. Click the Members tab.
2. In the Member's row, click the control in the Permissions column.
3. Tick or untick AI.User.
4. Close the dropdown. The change is saved.

The Who can use AI section on the AI tab shows how many of your Members hold AI.User. See User Permissions for the other permissions in the list.

See Credits and Usage

The AI credits section shows the credits left in large type, followed by how many of the month's included credits are left and any purchased credits. The bar beneath fills as the included credits are used, and changes colour at 80% and again at 100%.

The bullet points under it say:

• your plan and what it includes, or the allowance agreed for your team;
• when the included credits are topped up again;
• when your purchased credits start to expire, if you have any;
• what typical AI work costs. See AI Credits for the full rules.

The AI usage section covers the current month, counted from your subscription's start date, or the whole trial. It has three tables:

Table	Shows
By feature	Uses and credits for each AI feature.
By person	Uses and credits for the 10 people who used the most.
Latest	The 20 most recent actions: when, who, which feature, the result and the credits.

A result is one of Done, Turned down, Blocked by the safety filter, Failed or Stopped part way. A result marked (estimated) is one where the AI provider did not report what it used, so CheckFlow estimated it from the length of the work.

To get every action of the month, click Download every use this month (CSV) below the tables. The file has one row per action with the date in UTC, the member, the feature, the outcome, the model, the tokens used, the scanned pages and the credits.

note

The usage tables record who used AI, when and how much. They never record what was asked or what was built.

Buying Credits

1. In AI credits, click Buy more credits.
2. In the Buy AI Credits dialog, click Buy on the pack you want.
3. Complete the payment in Paddle's checkout.
4. Wait while the dialog confirms your payment with Paddle. This usually takes a few seconds.
5. Click Done.

The credits are added to the team straight away and appear in a Purchased credits table under AI credits. Each row shows when the pack was bought and by whom, the credits bought and left, when they expire, what was paid, and a Receipt link.

What Happens Next

• When you save a switch, every other Administrator receives an in-app notification that you turned AI features, or connections from AI assistants, on or off. The change reaches the whole team within about a minute.
• When AI features are off, the Generate with AI option disappears from the Create a Template dialog, and anyone who tries to use an AI feature is told that AI features are turned off for your team. Templates already built with AI are not affected.
• When AI assistant connections are off, a connected assistant is told that an administrator has turned off connections from AI assistants, with the code MCP_DISABLED.
• When you buy credits, every Administrator receives an in-app notification of the credits added and when they expire, and Paddle emails the receipt to the buyer.
• When you remove AI.User, the Member can no longer use AI features, and every other Administrator is notified of the permission change. A permission change applies the next time the Member's session is refreshed — ask them to log out and back in to apply it straight away.

If It Does Not Work

What you see	Why	What to do
There is no Team Management link	You are not an Administrator	Ask an Administrator to make the change.
AI features are not available in your region yet	AI has not been switched on for your workspace's region	Your settings are kept and apply as soon as it is.
There is no Buy more credits button	Credit packs are not on sale in your workspace	Contact support.
Payment received — Paddle is still finishing your payment	Paddle has taken the payment but not yet confirmed it	Close the dialog. The credits appear within a few minutes.
Receipt Not Available	Paddle has not issued the receipt yet	Try again in a few minutes, or contact support@checkflow.io.
Purchase Not Found or Not Credited	The payment could not be matched to the purchase	Contact support@checkflow.io, and the credits are added for you.

Related Pages

• AI Credits — allowances, costs and the order credits are used in.
• AI in CheckFlow — what AI features do and how your data is handled.
• Connecting an AI Assistant — what the Allow AI assistants to connect switch lets your team do.
• Roles & Permissions — the Administrator, Member and Guest roles that decide who can use AI.