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AI Access & Usage

Overview​

This page covers the controls around the AI Assistant: how AI is turned on, who can use it, how to keep an eye on usage and cost, and how to connect an external AI tool to your workspace with a personal access token.

Enabling AI and controlling access​

AI is governed at three levels:

  1. Workspace — AI must be enabled for your company. When it's off, the AI buttons are hidden everywhere in the product.
  2. Permission — within the workspace, the AI permission controls who can use AI features. Grant it through Roles & Permissions.
  3. Configuration — administrators can set AI preferences for the workspace, such as the model used.
note

If AI features have disappeared for everyone, the workspace-level switch is likely off. If they're missing only for certain people, check that their role includes the AI permission.

Reviewing AI usage​

The AI Usage page (under Administration) gives administrators a dashboard of AI activity across the workspace. Every AI action is recorded, so you can see what's being used and keep cost predictable.

Use it to:

  • See how much AI is being used over time.
  • Understand the cost associated with AI activity.
  • Spot which features are getting the most use.
tip

Check the usage dashboard periodically when you first roll out AI to your team. It's the quickest way to confirm adoption and to keep an eye on spend before it becomes a surprise.

Personal access tokens (connecting external AI tools)​

Qability can also be connected to external AI clients — such as Claude Desktop or Claude Code — so you can query your QMS from those tools. This connection is authenticated with a personal access token that you create on the AI Access Tokens page.

A personal access token:

  • Belongs to you and acts with your permissions.
  • Is shown once, when you create it — copy it immediately and store it securely.
  • Can be revoked at any time if you no longer need it or it may have been exposed.

How to create a personal access token​

  1. Open the AI Access Tokens page.
  2. Select Create, and give the token a descriptive name (for example, "Claude Desktop — my laptop").
  3. Copy the token value shown in the dialog and store it somewhere safe. You won't be able to see it again.
  4. Paste it into your external AI tool's connection settings.

To stop a connection, revoke its token from the same page.

warning

A personal access token can read your workspace with your permissions. Treat it like a password — never share it or commit it to source code, and revoke it immediately if it's ever exposed.