Addons access

Written By Stanislas

Last updated 4 days ago

Addons access allows workspace admins to manage which members can access addon-based features. Addons are additional functionalities that can be added to your subscription to extend your workspace's capabilities beyond the standard features.

Managing addon access ensures you control who uses premium features while monitoring associated costs. By carefully assigning addon access, you can optimize your subscription spending and ensure only the right team members have access to specialized tools.

Overview

Addons are supplementary features that enhance your workspace with specialized capabilities beyond the core Swiftask platform.

What you can do:

  • Grant addon access – Assign specific members access to addon features

  • Monitor usage – Track which members have access to which addons

  • Control costs – Manage free seats and additional charges

  • Remove access – Revoke addon access when no longer needed

  • Export data – Download a list of all addon assignments

Key concepts:

  • Addons – Premium features added to your subscription (e.g., Agent Builder)

  • Free seats – Included addon access slots in your subscription plan

  • Additional charges – Costs incurred when exceeding free seats

  • Slug – Technical identifier for each addon

Prerequisites

To manage addon access, you need:

  • Admin or Owner role in your workspace

  • Access to Workspace administration

  • Understanding of your subscription plan and available addons

Only Admins and Owners can add or remove addon access. Other users can view the table but cannot modify assignments.

Accessing addons access

To manage addon access:

  1. Click Addons access in the left sidebar

  2. You'll see the addons access management page

Route: /{workspaceId}/workspace/addons

Understanding the interface

Page header

  • Title: "Addons access"

  • Description: "Manage which members can access addon-based features."

  • Add user to addon button: Top right, opens the assignment modal

Access table

The table displays all currently assigned addon access with the following columns:

  • User – Name of the user with access

  • Addon – Name of the addon (e.g., "Agent builder")

  • Slug – Technical identifier of the addon (e.g., "AGENT_BUILDER")

  • Actions – Red trash icon to remove access

Table features

  • Pagination: 10 entries per page by default

  • Export button: Export the list to CSV/Excel format

  • Search/Filter: Filter entries in the table

Adding addon access

Step 1: Open the assignment modal

Click the "Add user to addon" button in the top right.

Step 2: Select addon and member

The "Assign addon access" modal opens with:

Instructions: "Select the member and addon to grant access."

Fields to fill:

1. Addon (required)

  • Dropdown menu listing all available addons

  • Select the addon you want to grant access to

  • Example: "Agent Builder"

2. Member (required)

  • Search field: "Search by name or email..."

  • Search and select the workspace member

  • Displays name and email for each member

Step 3: Review cost information

The modal displays important cost information:

Free seats remaining:

If free seats are available:

"You have X free seat(s) left for this addon (max Y)."

No free seats:

If all free seats are used:

"No free seats remaining for this addon. Additional members may incur extra charges."

Additional cost:

If adding the member will incur charges:

"Adding a member to this addon will incur an additional charge of $X per user per month."

Step 4: Confirm assignment

  1. Verify both fields are filled

  2. Review the cost information carefully

  3. Click "Assign" to confirm

  4. A confirmation message appears: "User successfully added to addon"

Important: Always verify costs before confirming, especially when exceeding free seats.

Removing addon access

How to remove access

  1. In the table, find the row for the user and addon

  2. Click the red trash icon in the "Actions" column

  3. Access is removed immediately

  4. A confirmation message appears: "User successfully removed from addon"

Note: Removing addon access doesn't delete the user from the workspace, only their access to the specific addon.

Exporting addon data

How to export

  1. Click the "Export" button to the right of the table

  2. Data is exported in CSV/Excel format

  3. The file contains columns: User, Addon, Slug

File name: workspace-user-addons

Usage:

  • Keep records of addon assignments

  • Audit addon usage across your workspace

  • Generate reports for billing or compliance

Managing costs and free seats

Understanding free seats

Your subscription may include a certain number of free seats for each addon:

  • Free seats are displayed when adding a member

  • Format: "You have X free seat(s) left for this addon (max Y)."

  • Use free seats first to avoid additional charges

Example:

Your plan includes: 5 free seats for Agent Builder Currently used: 3 seats Remaining: 2 free seats

Additional charges

When all free seats are used, adding new members may incur fees:

  • Cost per user per month is displayed before confirmation

  • Format: "Adding a member to this addon will incur an additional charge of $X per user per month."

  • Charges are added to your monthly subscription bill

Cost calculation example:

Addon: Agent Builder Cost per additional user: $10/month Current additional users: 2 Additional monthly cost: $20

Important: Always verify costs before adding members to addons.

Practical use cases

Case 1: Grant access to Agent Builder

Objective: Allow a team member to use the Agent Builder addon

Steps:

  1. Click "Add user to addon"

  2. Select "Agent Builder" from the Addon dropdown

  3. Search and select the member (e.g., "Karen Lee")

  4. Review free seat information or costs

  5. Click "Assign"

  6. The member now appears in the table with "Agent Builder" access

Result: Karen can now create and manage AI agents using the Agent Builder addon.

Case 2: Remove addon access when no longer needed

Objective: Remove addon access for a member who changed roles

Steps:

  1. In the table, find the member's row

  2. Click the trash icon in the "Actions" column

  3. Access is removed immediately

Result: The member no longer has access to the addon, freeing up a seat and potentially reducing costs.

Case 3: Audit addon usage

Objective: Review which members have access to which addons

Steps:

  1. Navigate to Addons access

  2. Review the table of all assignments

  3. Click "Export" to download the full list

  4. Use the export for auditing or reporting

Result: You have a complete record of addon assignments for compliance or cost analysis.

Best practices

Cost management

  • Verify costs first – Always check cost information before adding members

  • Use free seats – Prioritize free seats before incurring additional charges

  • Remove unused access – Regularly review and remove access for members who no longer need it

  • Document assignments – Keep track of which members have access to which addons and why

Regular audits

  • Monthly review – Check addon assignments monthly to ensure they're still necessary

  • Export regularly – Download the list for record-keeping and audits

  • Remove departing members – Immediately remove addon access for members leaving the organization

Strategic allocation

  • Assign based on need – Only give addon access to members who actively use the features

  • Start small – Begin with free seats and expand only when necessary

  • Monitor usage – Track whether members are actually using their addon access

Limitations and important notes

Permissions

  • Only Admins and Owners can manage addon access

  • Other users can view the table but cannot modify assignments

  • If you don't see the "Add user to addon" button, you don't have necessary permissions

Free seats

  • Free seats are limited by your subscription plan

  • Once free seats are exhausted, additional charges apply

  • Free seat allocation varies by addon and plan tier

Costs

  • Costs are calculated per user per month

  • Always verify costs before confirming additions

  • Charges are added to your monthly subscription bill

Duplication prevention

  • A user cannot be added twice to the same addon

  • The system detects and prevents duplicate assignments

Troubleshooting

Issue: I can't add a member to an addon

Possible causes:

  • You don't have Admin or Owner permissions

  • Not all fields are filled

  • Connection problem

Solutions:

  • Verify your permissions with an administrator

  • Ensure both addon and member are selected

  • Check your internet connection

Issue: "Add user to addon" button doesn't appear

Cause: You don't have the necessary permissions.

Solution: Contact a workspace administrator to request Admin or Owner permissions.

Issue: Costs don't display

Cause: The selected addon may not have associated costs, or information isn't loaded.

Solution: Wait a few seconds or refresh the page. If the problem persists, contact support.

Issue: Export doesn't work

Cause: Connection problem or browser issue.

Solution:

  • Check your internet connection

  • Try a different browser

  • Ensure pop-ups are not blocked

  • Try again

Issue: Can't remove addon access

Possible causes:

  • You don't have Admin or Owner permissions

  • Connection problem

  • The assignment was already removed

Solutions:

  • Verify your permissions

  • Refresh the page to see current assignments

  • Check your internet connection

Frequently asked questions

What is an addon?

An addon is a supplementary feature that can be added to your subscription to extend the platform's capabilities beyond standard features. Examples include Agent Builder, advanced analytics, or premium integrations.

Can I add the same user to multiple addons?

Yes, a user can have access to multiple different addons simultaneously. Each addon is managed separately.

What happens when I remove addon access?

The user immediately loses access to the addon but remains a member of the workspace. Their work created with the addon (e.g., agents) may remain accessible depending on the addon type.

Are costs billed immediately?

Costs depend on your billing cycle. Additional charges are typically added to your next monthly invoice. Check your subscription details for specifics.

Can I see the history of additions/removals?

This feature is not currently available in the interface. Use the export function regularly to maintain your own records.

What happens if a member with addon access leaves the workspace?

When a member is removed from the workspace, their addon access is automatically removed as well. This frees up the seat and stops associated charges.

Can I set a budget limit for addon costs?

Budget limits are not currently configurable in the interface. Monitor costs through regular exports and remove unused access to control spending.

How do I know which addons are available?

Available addons are shown in the dropdown when adding access. The list depends on your subscription plan and any addons purchased.

Additional resources

  • Managing members – Learn how to add and remove workspace members

  • Governance & oversight – Monitor workspace costs and usage

  • Subscription management – Manage your subscription plan and billing

  • Plans & limits – View what's included in your subscription

Ready to manage addon access? Navigate to Addons access in the left sidebar to assign or remove addon access for your team members.