--- title: "Manage AI access" slug: "manage-ai-controls-help-article" updated: 2026-04-03T21:18:17Z published: 2026-04-03T21:18:17Z --- > ## Documentation Index > Fetch the complete documentation index at: https://help.quickbase.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage AI access AI access is determined by two layers of configuration. First, the realm admin uses the **AI controls** page to decide which AI features are available across the entire realm. Then, the account admin uses the **Permissions** page to decide which users can access those features. A user can only use an AI feature if it is both enabled by the realm admin on the AI controls page and granted to them by the account admin on the Permissions page. ## Navigate to the AI controls page 1. Select the global navigation menu > **Admin Console** 2. Select **AI controls** in the **Security and permissions** section. Realm admins can view and edit AI controls. Account admins can view AI controls but cannot make changes. ## Enable or disable all AI features The **Allow AI features in this realm** toggle controls whether any AI feature is available. Turn this off to disable all AI features for all users in the realm, regardless of individual feature settings or permissions. Changes to feature availability may take up to 5 minutes to apply. > [!NOTE] > Migration from the Policies page > > Previously, AI features were managed using a checkbox on the Policies page of the Admin Console. The AI controls page replaces that setting with more granular controls. > > - If AI was enabled on the Policies page, all AI features are enabled on the AI controls page. This is the default state. > - If AI was disabled, all features remain disabled. You can now adjust each feature individually from the AI controls page. ## Enable or disable individual AI features Use individual feature toggles to enable or disable features. Any action AI takes respects the access and permissions assigned to the user who initiated the action. Changes to feature availability may take up to 5 minutes to apply. > [!NOTE] > Plan availability > > Some AI features are only available as part of the Quickbase Intelligence Package. Contact your account representative or visit the Account summary page in Admin Console to to learn more about purchasing the Intelligence package for your account. ### AI feature list | Category | Feature | Description | | --- | --- | --- | | **Build** Allow users to create and modify apps, data, and pipelines with AI | [AI Smart Builder](/v1/docs/create-an-app-with-quickbase-ai) | Describe your use case to build an app | | [Import spreadsheets](/v1/docs/ai-spreadsheet-import-beta-guide) | Create a new app and migrate data from a spreadsheet | | [Smart Builder: AI Workflows](/v1/docs/build-a-pipeline-with-quickbase-ai) | Generate pipelines, add steps, and populate steps | | **Analyze and understand** Allow users to analyze data and understand how apps and pipelines work with AI | [Quick Insights](/v1/docs/quick-insights) | Understand key metrics with a natural language summary of any numeric table | | [Data Analyzer](/v1/docs/data-analyzer) | Find factors and correlations, and build a predictive model | | [App Intelligence](/v1/docs/use-ai-app-intelligence-to-generate-an-app-summary) | Learn about the structure, purpose, and key elements of apps and pipelines | | [AI Actions Pipelines channel](/v1/docs/ai-actions) | Generate AI responses in a workflow based on defined instructions and context | | [Pipelines Troubleshooting](/v1/docs/troubleshoot-pipeline-errors-with-ai) | Get AI-generated suggestions on how to fix errors in your pipelines | | **AI agent** Control whether users can access the AI agent to work with Quickbase AI in a conversational way, and what actions the agent is allowed to perform beyond answering questions | Access to the [AI agent](/v1/docs/about-quickbase-ai) | Allow users to open the AI agent from global navigation and access [AI-powered product help](/v1/docs/ask-quickbase-ai-for-help) | | **Chat actions** | | Create and update records | Allow AI chat to create new records and update existing records on behalf of users | | Build tables, fields, and relationships | Allow AI chat to build and modify app structures including tables, fields, and relationships | | Find and summarize app data | Allow AI chat to search across app data and provide summaries based on user queries | | **Note:**Foundational capabilities such as listing apps, users, tables, and fields are always enabled when any chat action is turned on. These may appear in audit logs and analytics. | ## Assign user access to AI features After a realm admin enables AI features on the AI controls page, account admins control which users, groups, or email domain groups can use AI from the Permissions page in the Admin Console. AI controls determines which features are available in the realm; the Permissions page determines which users can access them. The **AI features** section on the Permissions page shows the status of AI in the realm and provides three options for assigning access: | **Option** | **Description** | | --- | --- | | Specific users can use specific AI features | Add users and assign individual AI features to each user in the table on the Permissions page. Requires the Quickbase Intelligence Package. | | Specific users can use all AI features that are turned on | Add users to the table on this page. Each user gets access to all AI features that the realm admin has enabled on the AI controls page. | | All users can use all AI features that are turned on | Every user in the account can use all AI features that the realm admin has enabled on the AI controls page. No additional configuration is needed. | ### Grant AI access to users, groups, or email domains When you select one of the **Specific users** options, use the Permitted users and groups table at the bottom of the Permissions page to manage access. The table includes a **Use AI**column and an **AI features** column for each user, group, or email domain group. To grant AI access to a user, group, or email domain group: 1. Navigate to the **Permissions** page in the Admin Console. 2. In the **AI features** section, select one of the **Specific users** options. 3. In the**Permitted users and groups** table, find the user, group, or email domain group you want to grant access to. If they are not listed, select**Add user, group, or email domain group** to add them. 4. Turn on the **Use AI** toggle for that user or group. 5. (Optional) If your account has the Intelligence package and you selected **Specific users can use specific AI features**, use the **AI features** column to assign individual features. You can select **All enabled AI features** or pick specific features such as Find and summarize app data, Data Analyzer, or Quick Insights. > [!WARNING] > Important > > AI features respect existing app-level permissions. Granting a user access to an AI feature does not give them additional permissions to data or actions beyond what their role already allows. For example: > > - A user with access to AI chat cannot create records in a table unless their app role already permits creating records in that table. > - A user with access to AI Smart Builder cannot build an app unless they have the permission to create apps. ## Audit Logs for AI Any change done by the AI within your Quickbase realm is tracked with the [existing audit log events](https://resources.quickbase.com/nav/app/budurkasx/action/appoverview/2b2941e4-f34d-4d41-9b0e-db790d20e9ab) with a user agent **QB AI**.