Advanced settings

Written By Stanislas

Last updated 4 days ago

Advanced settings allow workspace admins to configure workspace-wide defaults that apply to all new members and standardize the user experience. By setting defaults for agents, roles, groups, credit limits, and AI models, you ensure consistent onboarding and cost control across your workspace.

These settings simplify workspace management. Instead of configuring each new member individually, admins define defaults once, and every new member automatically receives the appropriate role, credit limit, group assignment, and default agents.

Overview

Advanced settings provide centralized control over workspace defaults in several key areas:

Member onboarding defaults:

  • Default new member role – Automatically assign roles to new members

  • Default group for new members – Auto-assign new members to a specific group

  • Default credit limit – Set a standard monthly credit allocation for new members

Agent defaults:

  • Default agent – Set the default agent for new chat conversations

  • Default artifact agent – Configure the default agent for artifact generation

AI model defaults:

  • Default Chat AI – Set the AI model for chat conversations

  • Default Meeting AI – Configure AI for meeting summarization

  • Default Transcription AI – Set the model for audio/video transcription

  • Default Artifact AI – Configure AI for artifact generation

Prerequisites

To configure advanced settings, you need:

  • Admin or Owner role in your workspace

  • Access to Workspace administration

  • Understanding of your workspace's onboarding needs and budget constraints

Accessing advanced settings

To configure advanced settings:

  1. Navigate to Workspace administration

  2. Click Settings in the left sidebar

  3. Select Advanced from the settings menu

  4. You'll see the Advanced settings configuration interface

Configuring member onboarding defaults

Default new member role

What it does:

Sets the role that will be automatically assigned to new members when they join the workspace.

To configure the default role:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Locate the Default new member role section

  3. Click the "Add a default role" field

  4. Select from the dropdown:

    • Admin – Full workspace control

    • Member – Standard operational access

    • Owner – Complete workspace ownership (rarely used)

    • Viewer – Read-only access

    • Billing Partner – Billing and subscription management only

  5. Click Update to apply changes

When to use each role:

  • Member (recommended) – Most new team members should start as Members

  • Viewer – For stakeholders, clients, or observers who don't need to create content

  • Admin – Only for trusted team leads or department heads

  • Billing Partner – For finance team members

  • Owner – Almost never used as default (only one Owner per workspace)

Best practice:

Set Member as the default role. You can always upgrade specific users to Admin later, but it's safer to start with limited permissions.

Default group for new members

What it does:

Automatically assigns new members to a specific group when they join the workspace.

To configure the default group:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Locate the Default group for new members section

  3. Click the "Add a default group" field

  4. Select a group from your workspace groups

  5. Click Update to apply changes

When this is useful:

  • Automatically organize new members into a "New Hires" group

  • Add all members to a company-wide "All Staff" group

  • Assign new members to a department-specific group by default

Note: Group functionality is currently basic. New members are simply added to the specified group automatically upon joining.

Default credit limit

What it does:

Sets the monthly credit allocation that new members receive automatically when they join the workspace.

To configure the default credit limit:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Locate the Default credit limit section

  3. Enter a numerical value in the field (e.g., 20000 for 20,000 credits)

  4. Click Update to apply changes

Credit limit parameters:

  • Minimum: 0 (no credits)

  • Maximum: Your workspace's total monthly available credits

  • Default value: 0 if not defined

Recommended credit limits:

User Type Recommended Limit Reasoning

Heavy users

50,000–100,000

Power users, admins, frequent AI interactions

Standard users

20,000–50,000

Regular team members, daily AI usage

Light users

5,000–20,000

Occasional users, limited AI needs

Viewers

0

Read-only access, no AI consumption

Best practice:

Start with a conservative limit (e.g., 20,000 credits) for new members. Monitor their usage for the first month, then adjust individual limits based on actual consumption patterns.

Important: Setting a default credit limit doesn't prevent you from customizing limits for individual members later in the Members section.

Configuring agent defaults

Default agent (for chat)

What it does:

Sets the default agent that is automatically selected when a workspace member creates a new chat conversation.

Agent selection hierarchy:

When a member opens Chat, the system selects an agent in this order:

  1. User's personal default agent (highest priority) – If the user has set their own default

  2. Workspace default agent (configured here) – The admin-defined workspace default

  3. System default agent (fallback) – Swiftask's built-in default agent

To configure the default agent:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Locate the Default Agent section

  3. Click the "Add a default agent" field or the edit icon

  4. Select an agent from your workspace agents

  5. Click Update to apply changes

When this is useful:

  • Set a company-wide assistant agent as the default for all members

  • Configure a specialized agent (e.g., "Company Knowledge Assistant") as the starting point

  • Ensure new members start with an approved, well-configured agent

Member experience:

When a member creates a new chat, the workspace default agent is pre-selected. They can change to a different agent if needed, but they don't have to choose one manually.

Default artifact agent

What it does:

Sets the default agent used for generating artifacts (slides, web pages, documents).

To configure the default artifact agent:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Scroll to the Artifact advanced settings section

  3. Select the default agent for artifact generation

  4. Click Update to apply changes

When this is useful:

  • Configure a specialized "Presentation Creator" agent for all artifact generation

  • Ensure consistent quality and style across all workspace artifacts

  • Use an agent with specific instructions for professional document formatting

Configuring AI model defaults

Default Chat AI

What it does:

Sets the AI model that powers all chat conversations in the workspace.

To configure the default Chat AI:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Locate the Default Chat AI dropdown

  3. Select your preferred model:

    • Gemini 1.5 Pro – Best quality, complex reasoning (higher cost)

    • Gemini 1.5 Flash – Fast, cost-effective (recommended)

    • Gemini 1.0 Pro – Legacy, basic tasks (lowest cost)

  4. Click Update to apply changes

Recommendation: Use Gemini 1.5 Flash for Chat. It provides good quality at a reasonable cost for everyday conversations.

Default Meeting AI

What it does:

Sets the AI model for meeting summarization, action item extraction, and meeting intelligence.

To configure the default Meeting AI:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Scroll to the Meeting advanced settings section

  3. Select your preferred transcription and meeting AI model

  4. Click Update to apply changes

Recommendation: Use Gemini 1.5 Pro for meetings if budget allows. Meeting summaries benefit from complex reasoning and high-quality outputs.

Default Transcription AI

What it does:

Sets the AI model for converting audio and video to text.

To configure the default Transcription AI:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Locate the transcription settings (in Meeting advanced settings)

  3. Select your preferred transcription model

  4. Click Update to apply changes

Recommendation: Use Gemini 1.5 Flash for transcription. It provides good accuracy at lower cost, and transcription benefits more from speed than complex reasoning.

Default Artifact AI

What it does:

Sets the AI model for generating slides, web pages, and documents.

To configure the default Artifact AI:

  1. Navigate to Workspace administration → Settings → Advanced

  2. Scroll to the Artifact advanced settings section

  3. Select your preferred AI model for artifact generation

  4. Click Update to apply changes

Recommendation: Use Gemini 1.5 Pro for artifacts if your team creates client-facing presentations or professional documents. Use Gemini 1.5 Flash for internal drafts.

Applying changes

After configuring any advanced settings:

  1. Review all your configurations

  2. Click the Update button

  3. Changes apply immediately to all new members and new sessions

What happens after clicking Update:

  • All newly invited members receive the default role, group, and credit limit

  • All new chat conversations use the default agent and Chat AI

  • All new meetings use the default Meeting AI and transcription settings

  • All new artifacts use the default artifact agent and Artifact AI

  • Existing members and sessions are not affected

How defaults affect new members

Complete onboarding experience

When you invite a new member with defaults configured, here's what happens automatically:

  1. Role assignment – They receive the default role (e.g., Member)

  2. Group membership – They're added to the default group (e.g., "All Staff")

  3. Credit allocation – They receive the default credit limit (e.g., 20,000 credits)

  4. Agent selection – When they open Chat, the default agent is pre-selected

  5. AI models – All their AI interactions use the workspace default models

Result: New members can start working immediately without any configuration. They have appropriate access, a reasonable credit budget, and consistent AI experiences.

Customizing after onboarding

Even with defaults configured, admins can customize individual members:

  • Change their role in the Members section

  • Adjust their credit limit based on actual needs

  • Add them to additional groups

  • They can set their own personal default agent (overrides workspace default)

Defaults simply provide a starting point—they don't lock members into specific configurations.

Practical use cases

Startup with limited budget

  • Default role: Member

  • Default credit limit: 10,000 credits

  • Default Chat AI: Gemini 1.5 Flash (cost-effective)

  • Default agent: Company Knowledge Assistant

Enterprise with quality focus

  • Default role: Member

  • Default credit limit: 50,000 credits

  • Default Chat AI: Gemini 1.5 Pro (high quality)

  • Default agent: Enterprise Assistant with company policies

Agency with mixed team

  • Default role: Member

  • Default credit limit: 20,000 credits

  • Default group: "New Hires"

  • Default agent: Client Services Agent

Research organization

  • Default role: Member

  • Default credit limit: 100,000 credits (heavy AI use)

  • Default Chat AI: Gemini 1.5 Pro (complex analysis)

  • Default agent: Research Assistant

Tips & best practices

Set conservative defaults

Start with lower credit limits and the Member role. You can always upgrade individual members later, but it's harder to recover from overspending or security issues.

Use Member as the default role

Almost all new team members should start as Members. Reserve Admin for specific promotions, not default assignments.

Configure a company-wide default agent

Create a well-configured agent with company knowledge and guidelines, then set it as the workspace default. This ensures consistent experiences for all new members.

Review defaults quarterly

Your workspace needs change over time. Review and adjust defaults every quarter to ensure they still match your team's needs and budget.

Test before rolling out

Before setting new defaults, test them with a test account to understand the new member experience.

Communicate defaults to your team

Let your team know what defaults are configured and why. This helps them understand their starting point and when to request changes.

Document your choices

Keep a record of why you chose specific defaults. This helps during reviews and when training new admins.

Frequently asked questions

Do defaults apply to existing members?

No, defaults only apply to newly invited members. Existing members keep their current role, credit limit, and group assignments.

Can members override the default agent?

Yes, members can select a different agent for any chat conversation. They can also set their own personal default agent, which takes priority over the workspace default.

What happens if I don't set a default credit limit?

New members receive 0 credits by default. You'll need to manually assign credit limits to each new member if no default is configured.

Can I set different defaults for different types of users?

No, there's only one set of defaults for the entire workspace. However, you can manually adjust individual members after they're invited.

Do AI model defaults affect existing conversations?

No, existing chats, meetings, and artifacts continue using their current models. Defaults only apply to new sessions.

What's the difference between default agent and default Chat AI?

  • Default agent: The specific agent (with instructions, knowledge base, skills) selected for new chats

  • Default Chat AI: The underlying AI model (Gemini Pro, Flash, etc.) that powers conversations

Both work together—the agent provides the personality and knowledge, while the AI model provides the intelligence.

Should I set a default group?

Only if you want to automatically organize new members. If you don't use groups actively, you can leave this empty.

Troubleshooting

Issue: New members don't have the default role

Cause: Default role may not be configured.

Solution:

  1. Navigate to Advanced settings

  2. Verify the Default new member role is set

  3. Click Update to save

  4. Try inviting a new test member

Issue: New members exceed budget immediately

Cause: Default credit limit may be too high.

Solution:

  1. Navigate to Advanced settings

  2. Reduce the Default credit limit to a more conservative value

  3. Click Update

  4. Review existing members' limits in the Members section

Issue: Default agent doesn't appear for new members

Cause: The agent may have been deleted or the member set their own personal default.

Solution:

  1. Verify the default agent still exists in your Agents section

  2. Check if the member has set a personal default (their personal default takes priority)

  3. Reconfigure the default agent if needed

Issue: Changes don't seem to apply

Cause: You may not have clicked the Update button.

Solution:

  1. Navigate back to Advanced settings

  2. Make your configurations

  3. Scroll to the bottom and click Update

  4. Test with a new member invitation

Additional resources

  • Managing members – Learn how to invite and configure individual members

  • Roles & permissions – Understand what each role can do

  • Governance & oversight – Monitor credit consumption and usage

  • Agents – Create and configure workspace agents

Ready to configure your workspace defaults? Navigate to Workspace administration → Settings → Advanced to set up onboarding defaults and AI configurations.