Team AI Usage & Spending Controls
At a glance
| Location | Settings → Plans → Team AI Usage |
| Plan | All plans, including the free tier |
| Related features | 3 |
Every AI action taken inside a shared inbox — including by guests you invited — draws on the inbox OWNER organization's AI token allowance, never the guest's own. Settings → Plans shows managers who spent what this period (each member, plus a single "Automations" row for scheduled and background work), and gives them four controls: a daily and/or monthly token cap per member (default: no cap), an alert when one person consumes more than a chosen share of the monthly allowance, usage alerts to managers (see below), and opt-in automatic top-up that buys one token pack when the allowance runs out — always stopping at a monthly spending limit you set. Usage alerts reach managers in-app and by email: when a line uses up its allowance the alert is immediate and includes the reset date; the earlier warning that the allowance is running low is gentler: warnings across ALL your lines are bundled into at most one daily digest per manager, with a "projected to run out around DATE" estimate when there is enough usage history, and when voice features (transcription, voice notes, voice chat) drove half or more of the usage the warning says so and links to the voice/transcription settings. Each alert fires once per line per month. The automatic top-up's pack choice can be a fixed pack or "Automatic - smallest pack that covers", which buys the smallest pack covering the shortfall at that moment. A member who hits their own cap sees a "your administrator set a cap" message, not an out-of-tokens message, and the organization's other members are unaffected. Two safety behaviors run automatically: a velocity guard pauses AI features for a line (never messaging or the inbox) when an unusually large share of the monthly allowance burns within a short window, notifies managers, and lifts on its own within 24 hours or instantly via the "Resume AI now" button on Plan & Usage; and failed AI operations, where no usable result was delivered, are never charged: they bill zero, or are automatically credited back with a visible reversal entry. Plain messaging, broadcasts and scheduled sends are never token-charged for anyone.
Token transfers between lines (multi-number accounts): an admin of the parent account can move PURCHASED (bonus) tokens between the account's lines from the "Transfer tokens between lines" card on Plan & Usage - free, no fee. Monthly plan tokens and promo tokens never move; only unspent purchased tokens do. Transfers are limited to a few per line per day, both lines' resulting balances are confirmed on completion, and each transfer appears as a matching pair of entries in both lines' token history. If the destination line is projected to run out again within days despite the transfer, a warning says so before and after the move. A line hosted in another region appears in the picker but is disabled with a note - transfers to or from it are not available yet. Guests in a shared inbox and regular members cannot see or use transfers.
How to use
- Go to Settings → Plans and find "Team AI Usage" (managers only).
- Read the per-member breakdown for the current period.
- Click "Set cap" next to a member to give them a daily and/or monthly token limit — leave a field empty for no limit.
- Tick the alert options and set the share (%) at which a single member should trigger a warning to managers.
- To never run out mid-task, tick "Buy tokens automatically", choose a pack, and set the monthly spending limit — we never charge past it.
Related features
FAQ
- Who used our AI tokens?
- Can I limit how many tokens a team member uses?
- Do guests spend my tokens?
- How do I get warned before we run out of tokens?
- Can Spun buy tokens automatically when we run out?
- Why does it say my token cap was reached?
- Why is AI paused when we still have tokens?
- Was I charged for a failed transcription?
- Can I move tokens from one line to another?
- Why can't I transfer my monthly tokens?