# Your team's AI access

> One team setting decides whether AI apps may read and change, only read, or not use YoPrint at all. Who can change it, and what happens when people leave.

Web page: https://developer.yoprint.com/ai-apps/team-ai-access/

Each team chooses what AI apps may do in YoPrint. The setting covers every AI app connection on the team, whoever made it.

## The three levels

| Level               | What AI apps can do                                                                                         | What happens to connected apps                                                                                                                                          |
| ------------------- | ----------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Read and change** | Read and change data, up to what each person's role allows. Every change is saved under that person's name. | Each app works with the access its person approved.                                                                                                                     |
| **Read only**       | Look things up and read. Nothing can be changed.                                                            | Every app can only read, including apps approved for changes. They stay connected, and can make changes again when you switch back to **Read and change**.              |
| **Off**             | Nothing. No AI app can use YoPrint on this team, and no one can connect a new one.                          | Connected apps are paused, not removed. Each one tells its person why. They work again, without connecting again, when you choose **Read only** or **Read and change**. |

A team that has never chosen a level allows **Read and change**.

## Who can change it

The team owner, and any member whose role has the **Manage Settings** permission.

Other members see the current level in Profile, with:

```text
Only the team owner, or someone allowed to manage settings, can change this.
```

AI apps can never see or change this setting.

## Change the setting

1. In YoPrint, open **Profile**.
2. Find the **AI apps** card, then **What AI apps may do on this team**.
3. Choose **Read and change**, **Read only** or **Off**, then select **Save**.
4. YoPrint asks **Change AI access to _level_?** and says what happens to apps already connected. Select **Change to _level_** to confirm.

YoPrint shows **Saved**. Every connection on the team follows the new level from its next request, including apps in the middle of a task.

## How permissions combine

What an AI app can do is always the narrowest of three limits:

**Diagram:** The narrowest of the three wins. Raising one never lifts another.

1. **The person's role**: What they can see and do in YoPrint +
2. **The team setting**: Read and change, Read only, or Off +
3. **The connection**: Read and change data, or Read only, chosen at approval =
4. **What the app may do**: The narrowest of the three

For example:

- A **Read and change data** connection on a **Read only** team can only read.
- A **Read only** connection on a **Read and change** team can only read. To allow changes, the person connects the app again and chooses **Read and change data**.
- An app connected by a staff member who can't view invoices or delete orders can't view invoices or delete orders either.

In **Your connected apps on this team**, each app's badge shows what it can do now:

- **Paused**, with "Paused because AI access is off on this team. It works again when AI access is turned back on."
- **Read only**, with "Approved to read and change. It can only read while this team allows reading only.", for an app approved for changes on a **Read only** team.

## When roles change or people leave

YoPrint checks the person's membership and current role on every request, so the app follows each change at once:

| When                                                                                       | The app                                                                                                                               |
| ------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------- |
| The person's role loses a permission                                                       | Loses it from its next request                                                                                                        |
| The person's role gains a permission                                                       | Can use it from its next request                                                                                                      |
| The person leaves or is removed from the team                                              | Its connection ends at once. Changes it already made stay, under the person's name. If they're added back, they connect the app again |
| The person changes their password or email, or selects **Logout other devices** in Profile | Stops working, and so do all their other AI apps. They connect each app again                                                         |
| The team's plan loses API access, or its subscription ends                                 | Stops working, for everyone on the team. Connecting again fails until the plan is active again                                        |

After a password, email or sign-out change, the old connection may still be listed under **Your connected apps on this team**. Select **Disconnect** to clear it.

## When AI apps can't connect at all

AI apps work only on a team whose plan includes API access (Pro or higher), with an active subscription or trial:

- On a plan without API access, Profile has no **AI apps** card.
- On a plan with API access but no active subscription or trial, the card shows:

```text
AI apps need a plan with API access and an active subscription or trial. Ask your team owner to check the team's plan.
```

See [Troubleshooting](https://developer.yoprint.com/ai-apps/troubleshooting.md) for what the sign-in page shows in each case.