Organization Settings

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Draft. Items marked pending validation describe behavior not yet confirmed in the platform. They are listed in the Annex at the end of this page.

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Interface labels. Section and tab names are shown in English, with the Spanish label used in the interface in parentheses. Some interface text is in English and is quoted as it appears.

1. Overview

Configuración (Settings) is the organization administration panel. From here you control who uses the platform, how much each person or team can spend on AI, how much has been consumed, and how that consumption is billed.

What it is for

• Access control: assign people to seats, each with a tier that defines what they can build.
• Spend control: set consumption limits per person or profile, and keep a balance that backs that consumption.
• Visibility: see consumption by workarea, by model, and by user.
• Financial traceability: reconcile what was consumed, what was paid, and what was invoiced.

Tabs

Key concepts

How the tabs relate

Seat defines who has access → budget profile defines how much they can spend → AI Wallet backs that spend with balance → Analytics shows how it is spent → Invoices records what is billed.

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Important: changing one piece affects the others. Raising a profile's limit does not add balance. If the wallet runs out, AI stops even if the profile still has room.

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2. How to access

Requirements

• An account with administrator role in the organization. Without it, the section does not appear.
• An active session on the platform.

Steps

1. Sign in to the platform.
2. In the top-right toolbar, select the administration icon (green person icon, next to the apps selector). 🚧 Pending validation across all environments.
3. The Configuración de la Organización (Organization Settings) view opens. The header shows the path [Organization name] / Configuración de la Organización.
4. If your account manages more than one organization, use the organization selector to switch context before reviewing figures.

What you will see on entry

• Organization name, account status (for example, ACTIVE), and number of workareas.
• Contact and billing details: country, account email, and the entity that invoices.
• Period selector (for example, the current month). It affects Summary and Invoices.
• Datos de la cuenta (Account details) button, to edit billing and contact information.
• The six tabs of the section.

If you cannot access it

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3. How to navigate

The screen has three layers. Understanding them prevents getting lost between tabs.

The period selector is the most important control. Confirm which month you are viewing before interpreting any number. Not all tabs use the same range: Summary uses the calendar month, and Analytics uses a rolling range (see section 4.5).

Recurring controls

• Search: filters by name, email, or workarea.
• Date filters: in AI Analytics, a selector shows the active range.
• Action buttons: in the top-right corner of each tab. They appear only if your role allows the action.
• Status labels: ACTIVE in green means normal operation. Red alerts need attention.

Recommended reading order

The first time, follow this order. Each tab answers a question the next one uses:

1. Summary: is the account healthy this month?
2. AI Wallet: how much balance is left, and what is the open exposure?
3. Users & Seats: who has access, and at which tier?
4. Budget Profiles: what spending limits exist?
5. AI Analytics: where is consumption happening?
6. Invoices: what has been paid and invoiced?

For periodic reviews, start with Summary and AI Wallet. They show whether there is an immediate risk.

How the tabs connect

• Users & Seats → Budget Profiles: each user is linked to a profile. If it says No limit, that person has no individual cap.
• Budget Profiles → AI Wallet: limits are measured in wallet credits. A profile with room is useless if the wallet is empty.
• AI Wallet → AI Analytics: the consumption shown in Analytics is what draws down the wallet.
• AI Analytics → Invoices: what is consumed in the period is the basis for what is invoiced.

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4. What happens in each tab

4.1 Summary (Resumen)

Question it answers: how is the account doing this period, and what needs attention today?

Summary is the home screen of Configuración. It brings together period consumption, available balance, seat distribution, and consumption by workarea in one view.

Main cards

Workarea chart and table

The chart compares the selected month's consumption (green bars) with the previous month (grey bars). The table shows the detail: status, consumption for each month, and percentage change.

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Read the absolute amount before the percentage. A +28% change on 700 credits matters far more than a +200% change on 2 credits. The total row should reconcile with the period consumption card.

Informational notice

While the selected period is the current month, this notice appears: Current-month consumption is calculated up to yesterday. Today's figures do not appear in Summary.

Account details

The Datos de la cuenta (Account details) button opens the billing form. It defines where alerts and invoices are sent:

The billing type and account status appear at the bottom of the form. They cannot be edited there: the form states they must be changed with the provider.

Monthly review in Summary

1. Confirm the period in the selector.
2. Check the balance card: is the percentage consumed below the alert threshold?
3. Check the total change: is the increase concentrated in one or several areas?
4. Open the workarea table and sort mentally by absolute amount.
5. If one area explains the increase, go to AI Analytics to identify the user and model.
6. Verify that seats and monthly cost match what was contracted.

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4.2 Users & Seats (Usuarios y Asientos)

Question it answers: who has access, with which seat tier, spending limit, and role?

Each row is a user with four linked decisions: their seat tier, their budget profile, their organization role, and their status. Seats are the limited resource: if there are no free seats, no one can be added.

Header

• Current plan (Plan actual): contracted monthly cost. It is the reference for any seat change.
• Counters per tier: seats in use versus seats purchased, per tier. When the numerator reaches the denominator, that tier is full.
• Main workarea (Área de trabajo principal): defines where new users are registered (see below).
• Manage seats (Gestionar asientos): changes how many seats of each tier the account has.
• New user (Usuario nuevo): adds a person.

User list

The list is grouped by workarea. Each group shows the number of users, the breakdown by tier, and how many people are without a seat. Within each group, each user has:

How a seat works

• A user with a seat type draws from that tier's counter. If someone moves from Basic to Pro, one Basic seat is released and one Pro seat is taken.
• No seat means no paid license.
• Cost is prorated by day: a seat added mid-month is billed only for the active days.

Changing a seat type or profile

1. Find the user (use search if the account is large).
2. Open the Seat type or Budget Profile dropdown in their row and select the option.
3. A tier change takes effect immediately for permissions and cost, prorated.

Adding a new user

The New user button only works if seats are available. If all are in use, the screen shows Sin asientos disponibles (No seats available) with the breakdown by tier. The message indicates the path: buy more seats in Manage seats, or free one, and then create the user.

1. Check the counters to see which tier has room.
2. If there is no room, open Manage seats and increase the needed tier.
3. Create the user, assign their seat type, then their budget profile.

Manage seats

Opens a table for each tier: price per user per month, seats in use, seats to contract, and monthly cost. At the bottom are the new monthly total and the change versus the current total. The dialog states that nothing is charged now: seats are billed on the monthly invoice, prorated for the days they were active.

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Caution: do not reduce seats below the number in use. The dialog lets you type that number, but active people must not lose their license. 🚧 Pending validation whether the system blocks this reduction.

Main workarea

Defines where new users are registered when created from any workarea in the account. This gives the organization one place to see all its people. Each person keeps working in the workarea where they were created.

AI limits apply to the workarea where they were created, so the main workarea is the first step toward writing one policy for the whole account. The available scopes are:

Access review workflow

1. Check the counters by tier to see if there is room.
2. Review groups with users without a seat and confirm whether they should have one.
3. Review the profile of each user who does not have No limit, to confirm it is the right one.
4. Verify that the current plan matches the sum of seats in use.
5. Remove people who no longer work with the account to free their seat. 🚧 Pending validation whether the seat is freed immediately.

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4.3 Budget Profiles (Perfiles de Presupuesto)

Question it answers: how much can each person spend on AI per day, week, or month, and what happens when they hit the limit?

A budget profile is a spending rule assigned to people. It sets a cap in AI Wallet credits and an action to take when that cap is reached.

Creating a profile

Click New profile and complete the form:

Spending counts across all workareas of the organization. A person who consumes in two areas adds up both toward the same cap.

Action at the limit

❗️

Important: today, profile limits are recorded but do not block. The only mechanism that stops AI is the wallet ceiling (section 4.4). Until profile blocking is active, use Warn only so that the configuration matches what the system actually does.

Alerts and default profile

• The alert triggers when the Alert at percentage is reached. With a monthly cap of 500 credits and an 80% alert, the alert fires at 400.
• Each profile has its own alert percentage.
• Users with No limit have no assigned profile. If a default profile exists, they inherit it; if not, they have no cap.

Design examples

The values are illustrative. Adjust them to the actual consumption shown in AI Analytics.

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4.4 AI Wallet (Cartera de IA)

Question it answers: how much balance is left, how exposed is the account, and when should I top up?

AI Wallet is the prepaid balance that backs all AI consumption of the organization. It is the only control that stops AI today: if the balance reaches the ceiling, requests are blocked.

Main panel

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Figures rule: available balance plus consumed must equal the ceiling. If it does not, check the top-up history.

How runway is calculated

Runway uses the average daily consumption since the wallet started, not the pace of recent days. In this guide's example: 804.96 credits consumed between September 8 and October 26 (49 days) gives 16.43 per day, and 245.04 of balance covers about 14 days.

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Implication: if recent consumption rises, the real runway will be shorter than shown. Compare runway with the last few weeks of consumption in AI Analytics. 🚧 Pending confirmation with the product team.

Open exposure

The yellow notice indicates credits consumed above the cash collected so far. The platform has already provided the service for that amount, and no payment yet backs it. This is a financial risk, not a technical error. Finance should review it at every close.

Alerts

The Alertas (Alerts) button configures two things:

• Alerts are sent to the account's primary email (Account details).
• The blocking option affects the entire organization, not one person. To limit one person, use Budget Profiles (section 4.3).
• Before choosing blocking, decide who receives the early alert and how long they need to top up.

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What happens when blocked: new requests are rejected from the moment the ceiling is reached. 🚧 Pending validation: what happens to requests already in progress, and whether AI resumes after a top-up.

Topping up

1. Click Recargar (Top up).
2. Enter the amount in USD. The system calculates the credits to add (in the example, 1 USD = 1 credit).
3. If no card is saved, click Agregar tarjeta (Add card) and complete the payment registration.
4. Confirm the top-up.

A top-up raises the balance instantly, but the cash recorded in the history is what closes the open exposure. Register a payment method before you need it: without a card, the top-up cannot be completed.

Top-up history

Check that each adjustment has contractual support. All movements in the example are adjustments, not payment top-ups.

Scope of consumption

Only consumption using model keys provided by the platform counts. Calls made with the provider's own keys are excluded.

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Blind spot: if a team uses its own credentials with an AI provider, that consumption does not draw down the wallet and does not appear in open exposure. Document and govern it.

Monthly review workflow

1. Check the balance and runway. If fewer than 14 days remain at the current pace, schedule a top-up.
2. Check the open exposure and compare it with payments received in the period.
3. Confirm that Alerts has the threshold and action the organization decided on.
4. Review the history for new adjustments.
5. Verify that the primary email receives the alerts.

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4.5 AI Analytics (Analítica de IA)

Question it answers: who, which model, and which module consume the most, when they do it, and how much each call costs?

AI Analytics explains the consumption that Summary shows in total. Each chart can be filtered to move from the overview to the specific cause.

Controls

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Default range: Analytics defaults to the last 30 days, not Summary's calendar month. Confirm each tab's range before comparing figures.

Indicator cards

The ratio of input to output tokens shows where the cost lies. In the example, the sent context dominates, not the length of the responses. If consumption rises, first check the size of the documents or of the history included in each call.

Charts

• Credits per day (Créditos por día): one bar per day, including days with no usage. A drop to zero on working days may mean an integration stopped working, not that the team stopped working.

• By product (Por producto): splits consumption across modules. Check the share of unattributed consumption: it should stay low.
• By workarea (Por área de trabajo): the three areas with the highest consumption. If one area accounts for nearly all spend, that area's controls determine the result.

• By model (Por modelo): the thirteen models with the highest consumption. An expensive model used by many people weighs more than one used by a single person. If the model is the problem, changing a seat tier does not solve it.

User table

Identify test or demo accounts so they are not included in the real cost analysis.

How to explain an increase

1. Set the range to This month and compare with Last month.
2. In Credits per day, find the date the increase starts.
3. In By workarea, identify the responsible area.
4. In By model, check whether the change comes from a more expensive model.
5. Click the highest-consumption user to see whether their pattern explains it.
6. Review unattributed consumption to rule it out.

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To reconcile with an invoice, use Summary and Invoices. To understand causes, use this tab. Do not mix figures from two tabs without confirming they use the same range.

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4.6 Invoices (Facturas)

Question it answers: which periods have been invoiced, when were they issued, which areas and credits they include, and what is their status?

Invoices is the formal billing record. Summary and Analytics show consumption; this tab shows what is billed based on that consumption and the contracted seats. It is the tab finance or administration should review at each month's close.

Table columns

What an invoice contains

A monthly invoice should combine three components:

• Seats: monthly cost of each tier, prorated for active days.
• AI consumption: credits consumed in the period. 🚧 Pending validation whether it appears on the same document or is deducted only from the AI Wallet.
• Totals: sum of both items, with taxes if applicable. 🚧 Pending validation of the format.

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Reconciliation rule: Summary's consumption for a closed period should match the credits on that period's invoice. If it does not, check whether today's consumption fell outside the cutoff.

Relationship with AI Wallet

AI Wallet shows how much has been collected and how much is still owed. While no invoices have been issued, consumption appears as open exposure. Once the invoice is issued and paid, that exposure should close. 🚧 Pending validation whether collection is reflected automatically.

Where invoices are sent

Invoices go to the payments email defined in Account details. The primary email receives alerts, not invoices. If the payments email is not the finance or administration mailbox, invoices may never reach the person who must pay them.

Month-close review workflow

1. Confirm in Summary the consumption for the closed period.
2. Confirm in Users & Seats the active seats and their start and end dates.
3. Open Invoices and locate the period's invoice.
4. Reconcile the invoice credits with Summary's consumption.
5. Verify that all active workareas appear in the Workareas column.
6. Check the status. If it is pending, confirm in AI Wallet that open exposure reflects it.
7. Confirm the invoice reached the payments email.

Before the first invoice

Validate with finance: company name, payments email, billing type, and the invoicing entity. A new account may have no invoices yet; this is not an error.

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Annex: items pending validation

The following items describe behavior not yet confirmed in the platform. They should be resolved before publishing this page.