Groups & AI Models
Groups
Section titled “Groups”Administrators only.
Settings → Groups
Groups make it possible to organize users and assign permissions in bundles. Instead of configuring access rights for each user individually, you assign them to a group, and all members automatically receive the same rights.
Typical use cases:
- Marketing team: access to the marketing knowledge base and marketing tools
- Sales: access to product information and CRM integration
- Management: access to all knowledge bases
Group overview
Section titled “Group overview”The table shows all groups with:
- Name: clickable to open the detail page
- Description: purpose of the group
- Members: number of members
- Created on: date of creation
Create group
Section titled “Create group”- Click “Create group”
- Enter a name (required, max. 100 characters), e.g. “Marketing team”
- Optionally add a description (max. 500 characters)
- Click “Create”
You are automatically redirected to the detail page of the new group, where you can add members.
Edit group
Section titled “Edit group”Click a group in the overview to open the detail page.
Group details
Section titled “Group details”- Change name
- Change description
Click “Save” to apply the changes.
Manage members
Section titled “Manage members”Add member:
- Use the search field in the “Members” area
- Search for the name of the user
- Select the user, they are added to the group immediately
Remove member:
Click the remove button next to the member’s name.
System groups
Section titled “System groups”Some groups are labeled as a System group. They automatically contain all members of the workspace and cannot be edited or deleted.
You recognize system groups by the “System group” label in the actions column. They are not clickable.
Note: The system group “All employees” is particularly useful if you want to grant a knowledge base or a tool access to all users without adding each one individually.
Delete group
Section titled “Delete group”- Click “Delete” in the actions menu of the group
- Confirm the deletion in the dialog that appears
Warning: Deleting a group cannot be undone. All permissions granted via the group are also removed.
AI models
Section titled “AI models”Administrators only.
Settings → AI models
Here you define which AI models are available to users in your workspace. Disabled models can no longer be selected for chats.
At the top of the page you see: “X of Y models enabled”
Default model
Section titled “Default model”The default model is preselected automatically for new chats. You can:
- Use system default: 9brains automatically selects the best available model
- Set a specific model: choose from the list of enabled models
Note: Users can select a different model in each chat, as long as it is enabled. The default model only determines the preselection.
Privacy notice
Section titled “Privacy notice”The following notice is displayed on the page:
“All AI models are integrated so that they do not store any data and do not use any data for training.”
Models by provider
Section titled “Models by provider”The models are grouped by provider (e.g. Anthropic, OpenAI, Google, Mistral). For each provider you see a card with all available models.
Model information
Section titled “Model information”Each model shows:
- Name of the model
- Location: where the model is operated (e.g. EU, USA)
- Speed: relative response speed
- Quality: relative response quality
Cost category
Section titled “Cost category”Each model shows a cost category (€, €€, or €€€) indicating how heavily it consumes the monthly quota. Premium models (€€€) use up the quota faster than economical models (€).
Privacy labels
Section titled “Privacy labels”Watch for the colored labels on each model:
| Label | Meaning |
|---|---|
| EU-Sovereign | The model is hosted on EU-sovereign infrastructure. Full data control within the EU |
| GDPR | GDPR-compliant. Data is processed exclusively in the EU. No data transfer to third countries |
| GDPR (DPF) | GDPR-compliant via the EU-US Data Privacy Framework. Data may be processed in the US, but is legally protected |
| Global | Not usable in a GDPR-compliant way. No EU server location and no DPF certification |
Tip: If your company places particular emphasis on data protection, only enable models with the EU-Sovereign, GDPR, or GDPR (DPF) label.
Enable and disable models
Section titled “Enable and disable models”Each model has a toggle to enable or disable it. The change takes effect immediately.
- Enable: the model is available to all users in the chat
- Disable: the model disappears from the selection. Running chats that use this model are not affected
Image models
Section titled “Image models”Administrators only.
Settings → AI models
In addition to the chat models, you also manage the image models here. These are used by image generation and image editing in the chat.
Default image model
Section titled “Default image model”Just like the chat default model, you can set a default image model:
- Use system default: 9brains automatically selects a suitable model
- Set a specific model: choose from the list of enabled image models
Default image editing model
Section titled “Default image editing model”You can also set a separate default model for image editing. This model is used when users want to modify existing images, for example replacing backgrounds, removing objects, or combining elements from multiple images (compositing).
- Use system default: uses the system-wide configured image editing model
- Set a specific model: choose a model that delivers particularly good results for image editing
Note: Users can request a different image model in the chat, as long as it is enabled. For multi-image requests (combining several images), a compatible model is selected automatically.
Enable and disable image models
Section titled “Enable and disable image models”Just like the chat models, every image model has a toggle to enable or disable it. Disabled image models are not available in the chat.
For more information on using the image features, see Create & edit images.
Frequently asked questions
Section titled “Frequently asked questions”Can I also change my personal settings from the chat?
Section titled “Can I also change my personal settings from the chat?”No. The personal settings can only be changed via the settings page. They then apply to all future chat messages.
Can other users see my personal settings?
Section titled “Can other users see my personal settings?”No. Your settings (theme, form of address, tone, etc.) only apply to you personally and are not visible to others.
What happens when an administrator enforces MFA?
Section titled “What happens when an administrator enforces MFA?”All users who have not yet set up MFA are prompted to do so within the defined deadline. After the deadline expires, access without MFA is no longer possible.
Can I change my own role?
Section titled “Can I change my own role?”No. Your role (User or Admin) can only be changed by another administrator. You cannot adjust your own role.
What happens when I remove a user?
Section titled “What happens when I remove a user?”The user loses access to the workspace. Their previous chat history and contributions to knowledge bases are preserved.
Can I restore a deleted group?
Section titled “Can I restore a deleted group?”No. Deleting a group is irreversible. You would have to create the group again and reassign the members.
What is the difference between role and license type?
Section titled “What is the difference between role and license type?”The role (User/Admin) determines which management sections you see. The license type (Business/Pro/Knowledge Only) determines which features you can use, for example integrations and tools are only available with the Business license.
Can I disable all AI models?
Section titled “Can I disable all AI models?”At least one model must be enabled for the chat to work. If you only want to allow GDPR-compliant models, disable all models with the “Global” label.
Do my employees automatically use the default model?
Section titled “Do my employees automatically use the default model?”The default model is only the preselection for new chats. Users can switch to any other enabled model in the model picker in the chat at any time.