Team & Billing

Manage your organization, invite team members, assign roles, and handle plans, credits, and billing on botts.ai.

botts.ai is built for teams. From the dashboard you can invite colleagues, assign roles with different permission levels, choose where your data is processed, and manage your plan and credits, all under Organization in the sidebar.

The Organization area groups these pages:

• General: organization profile, billing identity, logo, feature toggles, internal chat visibility, document retention, and server location.
• Members: your members and pending invites.
• Plans & Billing: plan selection, credits, packages, auto-recharge, and invoices.
• Phone Numbers: your organization's number pool. Not shown on the Personal plan, which has no external channels.
• Usage: credit balance and usage analytics (listed under Analytics in the sidebar).

The Organization and Analytics groups in the sidebar start collapsed. Click a group name to open it, and the sidebar remembers your choice.

Organizations

Every botts.ai account belongs to an Organization: the shared workspace where your team collaborates on agents, knowledge bases, deployments, and conversations. When you sign up, an organization is created for you.

Each organization has an ID (its slug, shown read-only) and a set of profile fields you can edit on the General page. Only owners and admins can open the General page; for everyone else it is hidden.

General settings

On Organization → General, owners and admins can edit:

• Organization Name: used across the dashboard. Names containing <, >, or http(s):// URLs are rejected to prevent phishing (bare domains are allowed).
• Logo: upload a JPEG, PNG, WebP or GIF image of up to 2.5 MB. SVG files are not accepted.
• Billing identity: billing email, name, country, address, postal code, and city. Swiss addresses offer autocomplete, and changes sync to your Stripe customer record.
• Notification Email: where form submissions are emailed when a form has Send notification on submission on. It starts as the email you signed up with.
• Settings: toggle Regular Chat and Endless Chat on or off.
• Internal chat visibility: the organization default for new internal AI chats: Private (admins see usage and metadata only) or Full access (admins can read message content). This applies forward-only; existing chats keep the visibility they were created with.
• Document Retention: how long documents attached in internal chat are kept before they are deleted automatically: 1 week, 2 weeks, 4 weeks, 3 months, 6 months, 1 year, or Keep indefinitely. This is an organization-wide policy rather than a per-upload choice, and it applies to new uploads. Documents already uploaded keep the expiry they were given. See Attaching documents.
• Server Location: your data-residency tier (see Data residency).

Deleting an organization is owner-only and not available as a button in the dashboard. Contact botts.ai support to delete your organization. An organization that still owns phone numbers cannot be deleted until they are released.

One account, several workspaces

One account can belong to several organizations, for example your own and a client's that invited you. Your role is set per organization, so you can be the Owner of one and a Member in another. To switch, open the account menu in the top-right corner: under Organization it lists every workspace you belong to and marks the current one with a check. Switching changes everything you see: the plan, credits and agents, the pages your role there allows, and your own chats and chat memory, which are kept per workspace. The browser remembers your choice.

An invitation sent to an email address that already has an account adds the workspace to that account. Open the invite link, click Log In to Accept if you are not signed in, then Accept Invite. If a workspace is locked, or your access to it was deactivated, its screen offers Switch to another workspace when you have another workspace to go to.

Team members

Roles and permissions

botts.ai uses a role-based access model with exactly four roles. There is one owner per organization.

A few important nuances:

• Builders cannot manage deployments or integrations. They can view deployments but cannot create or configure them; that is owner/admin only.
• Members are chat-only. A member can only use internal AI chat, including scheduled tasks. They cannot view agents, knowledge bases, conversations, deployments, tools, forms, people, usage, or billing. When a member signs in they land in the chat with the normal header (account menu and workspace switcher) but no sidebar. From there they can reach their chat, scheduled tasks and their own settings. Any attempt to open a build or analytics page sends them back to their chat. The same boundary is enforced by the API, not just the UI.
• Internal chat oversight is owner/admin only. Owners and admins can review other members' internal AI chats; builders cannot, because member-to-AI conversations are treated as more sensitive than agent analytics. Whether the message content (not just metadata) is visible is additionally controlled per-conversation by your Internal Chat Visibility setting.

Choosing a role

Inviting members

1. Go to Organization → Members.
2. Click Invite Member.
3. Enter the person's email address and choose a role: Admin, Builder, or Member. (Owner cannot be assigned by invite.)
4. Optionally, under Grant Agent Access, select invite-only deployments to associate with the new member (these connect them to specific internal chat or phone deployments when they accept).
5. Click Send Invite. They receive an email with a link to join.

Invite rules:

• Seat limit. Inviting is blocked once you reach your plan's member limit. You'll be told the current count and limit and prompted to upgrade.
• Expiry. Invitations expire 72 hours after they're created.
• No duplicates. You cannot invite an email that is already a member or that already has a pending, unexpired invite.
• Pending invites appear in the Members area and can be revoked. You can't revoke an invite that has already been accepted.

Inviting and revoking invites requires the owner or admin role.

Member states, reactivation, and removal

Each member is either active or deactivated:

• Deactivate (owner/admin) removes a member's access and frees their seat without deleting them. You can reactivate them later. You cannot deactivate yourself or the owner. Members are also deactivated automatically when a plan downgrade applies: the members you did not choose to keep lose access. Deactivated rows show a Deactivated badge, and a deactivated user who signs in sees a Workspace Deactivated screen.
• Reactivate (owner/admin) flips a member back to active. Reactivation consumes a seat, so it is blocked if you're already at your member limit. Upgrade first.
• Remove (owner/admin) deletes the membership. You cannot remove yourself, and you cannot remove an owner.

Changing roles and ownership

• Owners and admins can set another member's role to Admin, Builder, or Member.
• You cannot change your own role, and you cannot change another owner's role.
• Roles cannot be set to owner through the normal Members page.
• Ownership is single-owner. Transferring ownership is handled by botts.ai support: promoting someone to owner atomically demotes the current owner to admin, and the sole owner can never be demoted or removed. Contact us if you need to transfer ownership.

Your account settings

Open Settings from the account menu in the top-right corner. Every role can open it, chat-only Members included. Everything on the Account Settings page belongs to your account and applies in every workspace you belong to, except Chat memory, which is kept per workspace.

• Profile: your Display Name, profile picture, Work Phone and Personal Phone. Switzerland is preselected for the phone numbers; choose another country in the field's country selector. Your email address is shown read-only.
• Change Password: enter your current password and a new one with at least 8 characters, one uppercase letter and one number.
• Two-Factor Authentication: protect your sign-in with an authenticator app such as Google Authenticator or Authy.
• Passkeys: sign in with Face ID, Touch ID or a hardware key.
• Chat memory: what the Chat remembers about you. See What the chat remembers about you.

Your Work Phone and Personal Phone are how your organization's phone agents recognize you. When you call one of its lines from either number, the agent is told your display name and can address you by it, unless another member has entered the same number. A phone deployment set to Organization, Role-based or Invite Only access only lets a call through from a number on a member's profile, and then checks that member's role or invitation. A caller who fails these checks, including one who withholds their number, hears a short "Access denied" message in English, and the call ends.

Plans and credits

botts.ai bills usage in credits. Your plan sets a monthly credit allowance plus resource limits; if you need more credits within a cycle you buy one-time packages or enable auto-recharge.

Plans

There are four tiers: Personal, Business, Business Pro, and Enterprise. New workspaces choose a plan right after signup. Until a plan is chosen, the workspace is locked. Enterprise is custom and negotiated with sales: you can't self-checkout to Enterprise, so book a meeting instead. The Plans page shows cards for Business, Business Pro, and Enterprise (plus your current plan's card if you are on Personal or the legacy Lite plan). The legacy Free and Lite plans are no longer offered to new customers; existing Lite organizations keep their price and limits.

Free trials

Personal starts with a 1-month free trial (150 starter credits) and Business with a 14-day free trial (1,500 starter credits: 150 are usable right away, the rest unlock when you add a payment method). No credit card is needed to start, and each person can use one free trial, ever. Add a payment method before the trial ends to continue seamlessly on the full plan. Otherwise the subscription ends and the workspace is locked (nothing is deleted) until you choose a plan. A workspace whose card-free trial simply ran out can subscribe to Personal afterwards; only workspaces that have paid before are excluded from a later Personal subscription.

Monthly prices

The same number is used for CHF, EUR, and USD. Yearly billing is about 17% cheaper (the Plans page shows a -17% badge on the Yearly toggle).

Plan limits

Unlimited means no cap. One knowledge-base page = 2,000 characters of extracted text. Upload MB is the combined size of original uploaded files. The Personal plan includes the internal AI chat workspace only: external channel deployments (website widget, phone) require Business or higher.

How credits work

Your credit balance is the sum of credits remaining across all of your non-expired credit blocks. Blocks come from different sources and expire differently:

On a Business trial without a payment method, only 150 of the trial credits count toward your balance. The rest unlock when you add a payment method.

Everything draws down this balance: the website widget (text and AI voice), phone calls, internal chat and scheduled tasks, plus knowledge-base crawling and indexing, web search and code runs. Text model rates are shown per 1,000 words in the model pickers, and the voice model shows credits per minute. See What costs credits.

When credits run out

If your balance reaches zero and auto-recharge is off, your agents stop responding. Website visitors see "This assistant is temporarily unavailable. Please try again later.", phone callers hear that the service is currently unavailable, and widget voice tells the visitor to continue in text chat. This zero-credit stop is enforced server-side on every channel. A locked workspace (no active plan) stops serving in the same way, even if purchased credits remain. With auto-recharge on, your organization is topped up before it reaches zero (except during a free trial).

Billing emails

• Usage alerts: with auto-recharge off, your billing email gets a message once 60% and again once 80% of the month's plan credits are used. No alerts are sent during a free trial.
• Trial emails: a welcome email when the trial starts, a reminder 3 days before it ends if no payment method is on file, and a note when it ends. Tips emails during the trial are sent only if you agreed to receive them, and each has an unsubscribe link.

Credit packages (top-ups)

One-time credit packages let you add credits without changing plans. Packages require an active plan: a locked workspace has to choose a plan first.

Each package lists its credit amount and price in your preferred currency (CHF, EUR, or USD). Buying:

• Quick purchase charges your saved card directly through a Stripe invoice. You confirm credits and amount, then pay.
• If you have no saved payment method, the flow falls back to an embedded Stripe checkout.
• Purchased credits are granted only once the payment is actually collected.

Auto-recharge

Auto-recharge automatically buys a credit package when your balance drops below 10% of your plan's monthly allowance. It is an owner/admin setting and uses a deliberate two-step flow:

1. Pick a recharge package. The auto-recharge toggle stays disabled until a package is selected.
2. Turn the toggle on. Selecting a package does not enable auto-recharge by itself: you must explicitly switch it on.

Other behavior:

• Clearing the package selection turns auto-recharge off.
• Turning auto-recharge off is always allowed.
• Auto-recharge does not run during a free trial. It starts once the plan is paid.
• After three failed charges in a row (for example an expired card), auto-recharge switches itself off. Update your payment method, then turn it back on.
• Re-enabling resets the failure counter.

Changing your plan

Plan changes are managed on the Plans page by owners and admins.

• Upgrades to a higher paid plan are instant and prorated. You see a preview of the change, then confirm.
• Changing plan during a free trial ends the trial. You pay the new plan's full price at checkout (no proration) and get its full monthly credits, and no second trial is offered. If you leave that checkout without paying, the workspace is locked until you choose a plan.
• New subscriptions: a locked workspace shows Choose a plan to activate your workspace, which opens the Choose your plan screen. If you are eligible, Start Free Trial starts the Personal or Business trial right away, with no card and no Stripe screen. To skip the trial, choose Pay now instead, without the trial: you pay in an embedded Stripe checkout, get the plan's full monthly credits from today, and your free trial stays unused. Paid checkouts apply as soon as you return. If you sign up from a demo of your website, the screen offers Business (with a link to Business Pro) and not Personal, because a website agent needs Business or higher.
• Downgrades take effect at the end of the billing period. The only self-serve downgrade is Business Pro → Business; because the lower plan has fewer seats and agents, you choose which agents and members to keep, and resources over the new cap are deactivated when the downgrade applies. There is no downgrade to Personal.
• Cancellation also takes effect at period end. Nothing needs to be removed: your workspace keeps all its data and is locked when the period ends, until you choose a plan again. You can undo a pending cancellation with Keep My Plan. When you come back, the plan you choose must fit what the workspace still holds (agents, members and deployments). Plans that are too small are disabled on the Choose your plan screen.
• Yearly ↔ monthly: switching yearly → monthly defers to the end of your prepaid term; monthly → yearly applies immediately.

On a pending downgrade or cancellation you keep your current features and credits until the period ends, and no refund is issued. The Plans page shows a banner with the date your plan will change.

To update your payment method, click Stripe Portal at the top of Plans & Billing (owners and admins, once you have subscribed). Past invoices are listed under Billing history on the same page.

Usage

The Analytics → Usage page (owner/admin) shows how your credits are being spent:

• Credit Balance hero: your current balance, shown red when you're out of credits, amber when low (under 100), and green otherwise.
• Summary cards: high-level usage totals.
• Usage chart: credit usage over the last 24 hours, 7, 30 or 90 days. Switch between Credits and Detailed (raw units such as messages, tokens and seconds).
• Per-agent table: usage broken down by agent, channel, and category.
• Recent activity: individual usage events with event type, quantity, credits deducted, and time.

Builders can see the summary balance and limits (the same data behind the limit notices on build pages), but the detailed timeseries, events, and per-agent breakdowns are owner/admin only.

Data residency and privacy

You control where your AI processing happens with the Server Location setting on Organization → General (owner/admin only). It restricts which AI models your organization can use, based on where a model is hosted and which company operates it.

There are five tiers, from strictest to most permissive:

How it's applied:

• Default is Global (no restriction). Any missing or invalid value safely resolves to global, and an invalid value is rejected before it can be saved, so it can never silently loosen.
• The setting filters the model list, rejects non-compliant models when you try to select one, and flags existing deployments whose model no longer complies after you tighten the tier.
• A model whose hosting or provider country is unknown never satisfies a restrictive tier.
• Voice follows the same rule. The voice model, GPT Live 1, runs in Sweden on a US company's servers (Microsoft Azure). On the two Swiss tiers and on European server by European company, voice is therefore unavailable: phone deployments cannot use it, and AI voice in the website widget and voice tests are switched off.

Privacy commitments

• Swiss platform infrastructure: platform infrastructure, chat storage, and knowledge-base storage are hosted in Switzerland. Phone calls, AI voice, web search and appointment booking use providers outside Switzerland when you turn them on.
• No training on your data: botts.ai does not train AI models on your content.
• Encryption: data is encrypted in transit (TLS) and at rest.
• GDPR-aware: built with European data protection regulations in mind.

For details, see our Privacy Policy and Terms of Service.

Last updated on October 7, 2026