Let a Team use AI

Owners can always use AI once it’s on. For Staff, AI is a Team permission, Use AI features, so only the people you choose use it. It’s off for General Staff to start with.

Who can do this

Only Owners, with the AI assistant switched on.

1. Open the Team — Go to Team › Teams and open the Team.

2. Find the AI assistant group — On the Permissions tab, the AI assistant group has one permission: Use AI features.

3. Switch it on — It’s marked Changed in the draft, like any other permission.

4. Save — Press Save changes, check that “Save 1 change to Team?” names Use AI features, and confirm. Members get it at their next request, and the Team’s History records the change.

See Choose what a Team can do for how drafts and saving work.

Where members see AI

AI isn’t a section of Spine, so it doesn’t appear in the Sections card or in What members will open. With Use AI features, members see AI on the bills, expenses, quotes, emails and reconciliations they can already work on. For example, reading a vendor’s bill needs Open Vendor Bills and the right to create bills too.

AI reads data for its suggestions through the same permission checks as the person using it, so it never shows them anything they couldn’t open.

Field users

Field access is fixed. With AI on, Field users can use Read receipt on their own expenses in the field app, and nothing else. See Read a bill or receipt with AI.

When AI is switched off

The AI assistant group is hidden from Team permissions. Grants are kept, so when AI is switched back on, the same Teams have it again.

Tip

Staff without Use AI features don’t see any AI control — no greyed-out buttons. If someone asks where AI is, check their access with What they can open and their Teams’ permissions.