Admin controls

The organization switch for AI assistants (Off, View only, Full), its two preferences, who can change them, Connected apps and how consultants are affected.

A person connects Claude or ChatGPT as themselves, and the connection can reach every organization they can open in GPS. Each organization answers that with its own switch.

The organization switch#

Settings › Organization › AI connectors sets what assistants may do in this organization:

• It applies straight away, to every assistant anyone has connected, on its next call.
• It applies to everyone in the organization, including consultants who reach it through myPortal.
• It only ever narrows. It never lets an assistant do anything its person couldn't already do in GPS.
• It starts at Full. An organization that has never changed the setting is Full, so the connector works for each person who chooses to connect.

What assistants see:

• Under Off, every call in the organization is refused with org_disabled.
• Under View only, a call that would make a change is refused with org_read_only.
• list_organizations shows each organization's setting, so an assistant can tell before it tries.

Who can change it#

Admins, Super Admins and Owners with an active seat in the organization. Everyone else sees the setting with "Only an admin of this organization can change this."

A consultant who reaches a client account through myPortal without a seat there can't change the client's switch. It's the client's control over assistants in their own business, including one their consultant connected.

What assistants may do with your people#

Beside the switch, an admin can set two preferences. They're for assistants that consultants working with your organization have connected, and they don't apply while the switch is Off.

The same people who can change the switch can change these.

Recent AI changes#

Below the switch, admins see Recent AI changes: what assistants have added or changed in this organization, newest first, and whose assistant it was. An item an admin can't open themselves is shown without its name or values.

An admin can undo an assistant's change made in their organization, within 7 days, as the person who made it can. The exception is a consultant's own client notes and time, which only that consultant can undo. See Undo.

Connected apps#

Each person manages their own connections in Settings › Profile › Connected apps:

• each assistant they've connected, with its access (View only, or View and make changes) and its default organization;
• Switch to view only, which takes effect straight away (making changes again needs a fresh connection);
• the default organization, or No default, so the assistant asks which one;
• Recent changes for that assistant, and My AI changes across all of them;
• Resume, for a connection GPS paused after unusual activity;
• Disconnect, which ends its access straight away. Anything it already added or changed stays.

Changing a GPS password disconnects every assistant connected to that account.

Consultants and myPortal#

A consultant (a myPortal master user) can reach their clients' GPS accounts through myPortal, and so can their assistant. For a client account:

• The client's switch applies. If the client sets Off, a consultant's assistant can't reach it either. If it sets View only, the assistant can't make changes there.
• The client's preferences apply. Drafts only and Counts only are the client's say over what a consultant's assistant does with its people.
• Switched-off clients are counted, never named. In book-wide answers, such as the client list, billing or productivity, a client whose admins switched assistants off is counted but never named or read, and is left out of billing totals.
• myPortal tools that act on one client must name it. A call that names no client is refused, so an assistant never acts in a client account by default.
• Less is visible without a seat. Where a consultant holds no seat in a client, GPS shows less of it (for example, none of its goals and only some of its actions), and says so.
• A practice's own records stay private. A consultant's client notes and time stay theirs, and only they can undo them.
• Text from the client is labeled as the client's words. See Text people wrote.

Modules#

Some areas are modules a GPS account may not include: meetings, the Improvement Plan, files, reports and integrations. A tool that reaches a module the organization's account doesn't include is refused with module_disabled, which says a consultant can add it to the account in myPortal. The Improvement Plan dashboard, as in GPS, is for admins only.