AI CTRL Admin Guide

  • Updated on Nov 13, 2026
  • Published on Nov 13, 2026
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# AI CTRL admin guide

Use Admin Settings to manage who can use AI CTRL, what they can do, and how your organization uses models, tools, and data. Open the account menu at the bottom of the sidebar and select Admin Settings. The sections and actions you see depend on your permissions and what’s available for your workspace.

For everyday chat and personal settings, see the user guide.

Section What you can do
Identity Invite members, manage roles and groups, set API key limits, choose what members can do, and set up single sign-on.
Spend Review credit usage, set quotas and caps, and manage alerts.
Extensions Choose who can use tools, review access requests, and manage Memory when available.
Agents Manage model access, the default for new chats, and how often a reply can use tools.
Data Connectors Connect document sources, check sync progress, and choose what’s searchable in chat.
Privacy Choose which patterns in requests AI CTRL should redact or block.
Audit Review and export recorded activity.

Identity

Invite members and manage access

Open Identity → Members. Use the search box to find someone by name or email, or filter by role or status.

  • To add someone, open the invitation form, enter their work email, choose a role, and send the invitation. Use Pending invitations to resend an invite or revoke it. A revoked invitation link stops working.
  • Use the member’s ⋮ menu to Edit roles, Manage groups, or View access. View access helps you check what the member can use and whether access comes from a direct grant or a group. To take away access inherited from a group, change the group’s access or the person’s membership.
  • Use Deactivate to suspend a membership and Reactivate to restore it. Use Remove to take someone out of the organization. AI CTRL prevents removing the last administrator.

Manage groups

Open Identity → Groups to create a group. Use its ⋮ menu to rename it, Manage members, Edit roles, or View access. When choosing members, current assignments appear first and stay selected as you search.

Groups are useful when the same people need access to a model or extension, or when you want to set a shared spend cap. For example, you can grant a model to a Support group and manage membership in one place. Deleting a group removes those group memberships; it does not delete the members’ accounts.

Choose what members can do

In Identity → Capabilities, find the action you want to manage. The list includes creating and sharing agents, collections, and skills; sharing chats; creating personal API keys; and submitting feedback.

Use the switch to turn a capability off. When it’s on, open the row and choose Public for everyone in the organization or Private for selected people and groups. Select Save changes. For example, you can let members create skills while allowing only a review group to share them.

Manage personal API keys

Open Identity → API keys to search keys by name, prefix, or member email. Open a key to see its owner, expiry, and usage.

  • Use Disable to suspend a key that you may want to Enable again. Use Revoke to retire it permanently.
  • Set the Default key limit for members, from 0 to 20. To give someone a different limit, open Members → View access → API keys for that person. A lower limit leaves existing keys in place and prevents new ones until the person is below the cap.
  • Turn off Allow personal API keys to stop existing personal keys from working and prevent new ones from being created. Service keys keep working. Turning personal keys back on restores the saved limits; individually disabled or revoked keys stay disabled or revoked.

Set up single sign-on

Open Identity → Single sign-on. Use Email domains to verify the domains your organization uses. Follow the instructions under Connection to set up or update sign-in with your organization’s identity provider. If setup fails to open, choose Try again. If it still fails, share the error with the person who manages sign-in for your organization.

Spend

Review usage

Open Spend → Overview and choose a date range. The page shows totals for credits, requests, and tokens, with a comparison to the previous period. Switch the chart between Requests, Tokens, and Credits, and use the rankings to see usage by member, group, or model. If the page says that some usage hasn’t been priced, the credit total covers only the usage with a price.

Set quotas, caps, and alerts

Open Spend → Limits. Use the organization quota to manage total usage and member or group caps for narrower limits.

  1. Select the quota or cap you want to add or change. For a member or group cap, choose who it applies to.
  2. Enter the amount in credits and choose Daily, Weekly, or 30 days.
  3. Choose Soft to warn while allowing new runs, or Hard to block new runs once the limit is reached. Review and confirm the change.

Use the usage chart on Limits to see how much of the organization quota has been used. Custom Threshold Alerts changes when members see credit warnings. The default warning is 80%; custom thresholds replace it, and 100% is always the last threshold.

Use Emergency block to stop new runs for one member without interrupting work already underway. Select the member, enter a reason, and confirm. Return to the same control to unblock them.

Extensions

Open Admin Settings → Extensions. Use the switch on an extension’s row to turn it on or off for the organization. For an enabled extension, open its access settings and choose Public for everyone in the organization or Private for selected people and groups. Select Save changes.

For a private extension, turn on Allow access requests if members should be able to ask for access. Pending requests appear under Access requests. Check the person and extension, then choose Approve or Deny. Approving gives the person access to that extension.

If Memory appears, use its row to make it available to the organization or turn it off. Eligible members can then choose whether to use it in their own Settings → Preferences.

Agents

Choose who can use a model

Open Agents → Models. Use the switch to turn a model on or off for the organization. For an enabled model, open its access settings. Choose Public for everyone in the organization or Private for selected people and groups, then select Save changes. Administrators and owners can use a private model. Turning a model off makes it unavailable to everyone.

Model access and the default model serve different purposes. Giving someone access lets them choose a model. Setting a default suggests where their new chats start.

Set chat defaults and tool limits

Open Agents → Chat:

Setting What it changes
Default for new chats Choose Auto to let AI CTRL select a model, or choose a specific model. The choice saves when you select it. Members can set their own default. If they can’t use the organization’s choice, AI CTRL picks another available model.
Tool rounds per reply Sets how many rounds of tool calls a reply can make before it writes an answer.
Calls per tool per reply Sets how many times a reply can use the same tool. This number cannot exceed Tool rounds per reply.

The default applies to new chats. If the page warns that your saved default is unavailable, choose another model or wait for it to return. To save a tool limit, press Enter or move out of the field.

Data Connectors

Use Data Connectors to bring documents from an approved source into AI CTRL search. The page shows the sources your workspace already has and their sync status.

Connect a source

  1. In Connect a source, choose the source type. If the source is managed by Expedient or setup is unavailable in the app, contact Expedient to add it.
  2. Follow the prompts to connect your organization’s account or enter the requested connection details. If the form asks what to sync, list the sites or other locations you want AI CTRL to search. Use separate connectors if you want sources such as HR and Finance to appear separately.
  3. Keep Respect source permissions in search results on for sources whose files have different audiences. With this setting on, people see results only for files they can open in the source. Turning it off removes that access check from search results.
  4. Select Check connection. Review the result and choose Confirm and connect. When the page says Connection requested, keep the reference. Expedient reviews the request and completes setup.

Manage a connected source

Select a source under Connected sources.

Where What you can do
Overview Check sync status and what was brought in. Use Searchable in chat, when available, to control whether chat can use the source. Turning it off does not stop syncing.
Content Browse synced folders and files, see what was skipped, and remove supported folders or file types from search. If you want them to stay out on later syncs, use also exclude from future syncs when available. Otherwise they can return after a full sync.
Schedule Set when content syncs. When permission refresh is available, schedule it to keep search access aligned with changes at the source.
Edit connection Review or change connection settings, such as what to sync or exclude, when editing is available. Some changes require Expedient review.
Sync now Start a sync without waiting for the schedule. Check Overview for progress.

Privacy

Open Privacy → Redact personal data. Choose Rules to apply the organization’s rules to requests. Choose Off to stop applying them while keeping their settings for later.

Standard rules cover recognizable patterns such as email addresses, phone numbers, Social Security numbers, and payment card numbers. Choose an action for each rule:

  • Redact replaces matching text before the request reaches the model.
  • Block stops a request when it contains a match.
  • Off ignores that rule while leaving the others in effect.

Use Add rule for an identifier specific to your organization. Enter a name, a matching pattern, and the action to take. Use the rule’s ⋮ menu to edit or delete it. Changes apply across the organization. Before saving, enter a made-up example in Try it to see what the pattern catches without using real personal data.

Audit

Open Audit to review recorded activity. Filter by area, date range, actor, target, or outcome to narrow the list. Open an event to see what happened, when it happened, and who or what it affected. For example, to check a recent change to a key, choose API keys as the area and narrow the date range.

Select Export to download the events that match your current filters. The export is in NDJSON format, with one event per line. Check your filters before exporting so the file covers the activity you need.