AI in CheckFlow
CheckFlow's AI features build templates for you. The AI template generator turns a description of a process, or a document you already have, into a template in the Template Designer, with sections, steps, fields, conditions, assignments and due dates.
AI features are switched on or off for the whole team, used by the people your Administrators allow, and paid for from a pool of AI credits that comes with your plan. All three are managed on the AI tab of Team Management.
AI assistants that connect to CheckFlow through the MCP server, such as Claude, ChatGPT or Microsoft Copilot, are a separate thing. They run on their provider's AI, not CheckFlow's, use no AI credits, and have a switch of their own.
Why Use AI Features?
Without them, every template starts blank: someone types each step, adds each field and sets up the conditional logic, assignments and due dates by hand. Turning an existing procedure document into a template means retyping it.
With AI features:
- A sentence describing a process becomes a working first draft of a template.
- A Word document, spreadsheet, PDF, web page, export from another tool, or a photo of a paper checklist becomes a template, imported as written or improved.
- The draft is an ordinary template. You edit it in the Template Designer like any other before anyone runs it.
Key Concepts
| Concept | Description |
|---|---|
| AI feature | Anything in CheckFlow that sends work to CheckFlow's AI model. Today that is the AI template generator. |
| AI template generator | Builds a template from a description or from documents. See Generate a Template with AI. |
| AI credit | The unit AI work is measured and paid in. A credit is a small, fixed amount of AI work, so a bigger job uses more of them. See AI Credits. |
| Allowance | The credits included with your plan, shared by the whole team and topped up every month. A trial has a one-off allowance instead. |
| Purchased credits | Credits bought in packs from the AI tab. Used once the allowance runs out, and valid for 12 months. |
| AI.User | The permission that lets a Member use AI features. |
| AI assistant (MCP) | An assistant from another provider that works with your workspace through CheckFlow's MCP server. Not an AI feature, and not paid for in credits. See MCP Server. |
How It Fits Together
- An Administrator decides whether the team uses AI — the Allow AI features switch on the AI tab. It is on unless someone has turned it off. See Manage AI for Your Team.
- An Administrator decides which Members can use it — by granting or removing AI.User on the Members tab. New Members have it. See User Permissions.
- Someone builds a template with AI — from the Generate with AI option when they create a template. See Generate a Template with AI.
- The work is charged in credits — from the team's allowance first, then from purchased credits. See AI Credits.
- Administrators review what was used — by feature and by person, on the AI tab, and buy more credits there if the team needs them.
How Your Data Is Handled
The AI tab states this for your own workspace. In summary:
| What happens | |
|---|---|
| Where it runs | On CheckFlow's own Microsoft Azure AI Foundry resource in your workspace's region: Sweden Central for workspaces in Europe, processed in the European Union; Central US for workspaces in the US, processed in the United States. |
| The model | An OpenAI model, hosted by Microsoft inside Azure. The AI tab names the model in use. Nothing is sent to OpenAI, and OpenAI cannot see your data. |
| What is sent | Only what the feature needs. To build a template: what you type, the text of any document you import, and the names of your groups so that steps can be assigned to them. Nothing else from your workspace. |
| Documents | Text is read from your documents on CheckFlow's own servers. Scanned documents and images are read by Azure AI Document Intelligence on the same Azure resource. Documents are read and then discarded, never stored. |
| Training | Microsoft does not use your prompts or the results to train or improve AI models, and they are not available to other customers. |
| What is kept | The template that is built, saved in your workspace like any other. CheckFlow records who used AI, when and how much, but not what was asked. |
| Safety | Microsoft screens every request and answer for harmful content and for attempts to misuse the model. If its abuse monitoring flags a request, Microsoft may keep it for up to 30 days, in the same geography, for review by authorised Microsoft staff — located in the European Economic Area for workspaces in Europe. |
What an AI assistant reads through the MCP server is handled by that assistant's provider, under your organisation's agreement with them, not by CheckFlow's AI.
Who Can Do What
| Action | Required role or permission |
|---|---|
| Use AI features | Administrator, or Member with AI.User, while Allow AI features is on. Guests never can. |
| Build a template with AI | As above, and Administrator, or Member with Template.Creator |
| Turn AI features or AI assistant connections on and off | Administrator only |
| See credits and usage, and buy credits | Administrator only |
| Grant or remove AI.User | Administrator only |
Limits
| Limit | Value |
|---|---|
| Credits | The team's allowance plus any purchased credits. See AI Credits. |
| A template built with AI | Up to 150 steps. See AI Template Generator Reference for every limit. |
| Documents per import | 3 files, 8 MB each |
Related Pages
- Generate a Template with AI — building your first template from a description or a document.
- AI Credits — how much each plan includes and what each kind of work costs.
- Manage AI for Your Team — the switches, the usage tables and buying credits.
- MCP Server — the other way to use AI with CheckFlow, through your own assistant.