Governance & oversight

Governance and oversight give workspace admins the tools to monitor costs, control resource consumption, enforce access policies, and maintain financial accountability. By setting credit limits, tracking usage, and managing permissions, you ensure your workspace operates efficiently within budget while maintaining security and compliance.

Effective governance prevents budget overruns, identifies resource-intensive activities, and ensures team members have appropriate access to workspace features. This guide shows you how to monitor workspace activity, control costs, and enforce internal policies.

Overview

Governance and oversight in Swiftask workspace administration focuses on three core areas:

Financial oversight

• Monitor credit consumption across your workspace

• Set individual member credit limits to control spending

• Track usage patterns and identify top consumers

• Plan capacity and manage subscription costs

Access control

• Enforce role-based permissions

• Configure granular authorizations for specific features

• Restrict sensitive operations (delete, share, update)

• Maintain data security and compliance

Operational monitoring

• Track workspace capacity and member enrollment

• Monitor feature usage across the team

• Audit member activity and status

• Ensure workspace resources are used efficiently

Prerequisites

To manage governance and oversight, you need:

• Admin or Owner role in your workspace

• Access to Workspace administration

• Understanding of your workspace's subscription plan and limits

Financial oversight & budget management

Understanding credit-based governance

Swiftask uses a credit system to track AI consumption across your workspace. Every AI interaction—whether in Chat, Agents, Meetings, or Artifacts—consumes credits based on the model used and the complexity of the task.

Why credit limits matter:

Without proper controls, a single user could consume the entire workspace budget. Credit limits prevent "bill shock" and ensure fair resource distribution across your team.

Setting member credit limits

To set a monthly credit limit for an individual member:

1. Navigate to Workspace administration → Members

2. Find the member in the list

3. Click the eye icon in the Action column

4. In the Member Details view, locate the Monthly limit (Credits) field

5. Enter a numerical value (e.g., 20,000 credits)

6. Click Validate

What happens when a member reaches their limit:

• They receive a warning as they approach their cap

• Once the limit is reached, they cannot consume additional credits

• Admins can increase the limit or wait for the monthly reset

Best practices for credit allocation:

• Admins and power users: Higher limits (50,000–100,000 credits)

• Standard members: Moderate limits (20,000–50,000 credits)

• Occasional users: Lower limits (5,000–20,000 credits)

• Viewers: No credit allocation needed (read-only access)

Monitoring member usage

The Members list provides real-time visibility into credit consumption:

Current Month Usage column:

Each member has a visual progress bar showing:

• Credits consumed this month

• Percentage of their monthly limit used

• Remaining credits available

Identifying top consumers:

Scan the Current Month Usage column to quickly identify members who are:

• Approaching their credit limits

• Consuming significantly more than others

• Potentially using inefficient AI models or workflows

Example usage monitoring:

Member A: ████████░░ 80% (16,000 / 20,000 credits) Member B: ███░░░░░░░ 30% (6,000 / 20,000 credits) Member C: ██████████ 100% (20,000 / 20,000 credits) ⚠️ 

Member C has hit their limit and needs either an increased allocation or should wait for the monthly reset.

Capacity planning & workspace limits

Understanding workspace capacity

Every Swiftask plan includes a specific number of member slots. Managing capacity ensures you don't exceed your plan limits and helps you plan for team growth.

Capacity indicator:

At the top of the Members section, you'll see your enrollment status:

Your plan currently has 5 out of 10 users enrolled, which means it is at 50% capacity. You can add 5 more users. 

This shows:

• Total slots: 10 members

• Used slots: 5 members

• Available slots: 5 members

• Capacity percentage: 50%

Planning for growth

When to upgrade:

Consider upgrading your plan when:

• You're at 80% capacity or higher

• You need to add multiple members soon

• You're frequently removing inactive members to make room

• Your team is growing faster than your plan allows

Capacity management strategies:

1. Remove inactive members – Free up slots by removing users who no longer need access

2. Use Viewer roles strategically – Viewers count toward your member limit but consume fewer resources

3. Monitor pending invitations – Cancel invitations that haven't been accepted within a reasonable timeframe

4. Plan upgrades in advance – Don't wait until you're at 100% capacity to upgrade

Subscription impact

Billing is tied to member count:

When you invite new members, the interface displays a clear warning:

⚠️ Inviting additional users will increase your subscription billing. Each new user adds a charge to your monthly subscription. 

Cost planning:

• Review your current plan pricing

• Calculate the cost per additional member

• Budget for team growth before inviting new users

• Consider annual plans for cost savings on larger teams

Functional governance & access policies

Understanding the authorizations matrix

Swiftask uses a granular permissions system that goes beyond basic roles. Admins can control exactly what each member can do with specific features.

Authorizations categories:

• Member Management – Who can invite, update, or remove members

• DataSource Management – Control over knowledge base and data sources

• Agent Management – Permissions for creating, editing, and deleting agents

• Automation Management – Control over workflow automations

• Artifact Management – Permissions for slides, web pages, and documents

• Meeting Management – Access to meeting recordings and transcriptions

• Project Management – Control over project creation and collaboration

• Subscription Management – Access to billing and plan changes

• Billing Management – Invoice and payment management

Configuring granular permissions

To customize permissions for a specific member:

1. Navigate to Workspace administration → Members

2. Click the eye icon next to the member's name

3. In the Member Details view, scroll to the Authorizations section

4. Toggle specific permissions on or off

Example: Restricting delete permissions

You can allow a Member to create and update DataSources but prevent them from deleting:

• View: ✓ Enabled

• Create: ✓ Enabled

• Update: ✓ Enabled

• Delete: ✗ Disabled

• Share: ✗ Disabled

This ensures your knowledge base remains intact while still allowing the member to contribute.

Enforcing data security policies

Protecting sensitive data:

Use authorizations to enforce internal data policies:

Knowledge base protection:

• Disable Delete permissions for DataSources to prevent accidental data loss

• Restrict Share permissions to prevent unauthorized data distribution

• Limit Update access to designated data managers

Collaboration control:

• Use Artifact Management toggles to control who can share presentations and documents

• Restrict Project Management permissions to prevent unauthorized project creation

• Control Agent Management to ensure only trained users build AI workflows

Compliance and auditing:

• Disable Subscription Management for all non-admin users

• Restrict Billing Management to Owners and Billing Partners only

• Use View Only permissions for auditors and stakeholders

Member lifecycle governance

Onboarding governance

When inviting new members:

1. Choose the appropriate role based on their job function

2. Set a credit limit appropriate for their expected usage

3. Review billing impact before sending the invitation

4. Configure granular permissions if the default role doesn't match their exact needs

Ongoing monitoring

Weekly governance tasks:

• Review the Current Month Usage column to identify unusual consumption

• Check for members approaching their credit limits

• Monitor workspace capacity percentage

• Review pending invitations and cancel outdated ones

Monthly governance tasks:

• Audit member roles and ensure they're still appropriate

• Review credit allocations and adjust based on actual usage patterns

• Check for inactive members who should be removed

• Analyze top consumers and optimize their workflows

Quarterly governance tasks:

• Full member access audit

• Review and update internal access policies

• Plan for team growth and potential plan upgrades

• Document any custom permission configurations

Offboarding governance

When removing members:

1. Review their owned resources – Check agents, projects, and data sources they created

2. Transfer ownership – Reassign critical resources to active members

3. Document their access – Keep a record of what they had access to

4. Remove their account – Click the trash icon in the Members list

5. Verify removal – Confirm they can no longer access the workspace

Governance summary table

Practical use cases

Preventing budget overruns

Set conservative credit limits for all new members (e.g., 10,000 credits). Monitor their usage for the first month, then adjust limits based on actual consumption patterns.

Protecting the knowledge base

Create a "Data Manager" role by taking a Member and disabling Delete permissions for DataSources. This allows them to add and update documents without risking accidental deletions.

Managing seasonal teams

If you have contractors or seasonal workers, use the Viewer role for those who only need visibility. When they need active access, upgrade them to Member temporarily, then downgrade when the project ends.

Controlling costs during high-usage periods

During busy periods, temporarily reduce credit limits across all members to prevent budget exhaustion. Communicate the change and provide guidance on using more cost-effective AI models.

Ensuring compliance for auditors

Create Viewer accounts for external auditors. They can see all workspace activity, member lists, and project structures without the ability to modify anything or access billing information.

Tips & best practices

Start with conservative limits

Set lower credit limits initially and increase them based on actual usage. It's easier to raise limits than to recover from budget overruns.

Monitor weekly, adjust monthly

Check usage weekly to catch issues early. Make credit limit adjustments monthly based on established patterns.

Document custom permissions

If you create custom permission configurations (e.g., a Member with restricted delete access), document why and for whom. This helps during audits and role reviews.

Use roles as templates, permissions for exceptions

Assign standard roles (Member, Viewer) to most users. Use granular permissions only for special cases that don't fit standard roles.

Communicate credit policies

Make sure your team understands:

• How credits work

• What their monthly limit is

• What happens when they reach their limit

• How to request limit increases

Plan capacity proactively

Don't wait until you're at 100% capacity to upgrade. Start planning when you reach 75% to avoid delays in onboarding new members.

Review permissions quarterly

People's roles change. Review permissions every quarter to ensure members still have appropriate access levels.

Troubleshooting

Issue: Member exceeded their credit limit

Symptoms: Member reports they can't use AI features.

Solution:

1. Navigate to Members → Click eye icon next to their name

2. Check Current Month Usage – if at 100%, they've hit their limit

3. Options:

   • Increase their Monthly limit (Credits)

   • Wait for monthly reset

   • Reallocate credits from underutilized members

Issue: Workspace approaching capacity

Symptoms: Enrollment shows 90%+ capacity.

Solution:

1. Review member list for inactive users

2. Remove members who no longer need access

3. Consider upgrading to a higher plan

4. Navigate to Subscription to view upgrade options

Issue: Unable to set granular permissions

Symptoms: Authorization toggles are grayed out.

Cause: You may not have sufficient permissions.

Solution:

• Only Owners and Admins can modify authorizations

• Verify you have the correct role

• Contact the workspace Owner if you need access

Issue: High credit consumption by specific member

Symptoms: One member uses significantly more credits than others.

Investigation:

1. Check their Current Month Usage percentage

2. Review what features they're using most

3. Investigate if they're using high-cost AI models

Solutions:

• Provide guidance on using cost-effective models

• Reduce their credit limit if usage is unnecessary

• Optimize their workflows to reduce consumption

Ready to govern your workspace? Navigate to Workspace administration → Members to start monitoring usage, setting credit limits, and enforcing access policies.