Frequently asked questions about integrations

Which license do I need for integrations?

Integrations and tools are only available with a Business license.

Do I have to call tools manually?

No. The AI automatically recognizes when a tool is helpful and uses it. You only need to phrase your question or task in the chat.

Can I control which capabilities the AI may use?

Yes. In the “Capabilities” tab of an MCP server tool, you can decide for each individual capability whether it is allowed or not allowed. Administrators can additionally lock the setting.

What happens if the connection to an external service does not work?

The AI tells you in the chat that it could not use the tool. Open the integration’s row under Settings → Integrations and click “Test” on your account. The message says what is wrong, for example an expired sign-in or a rejected key.

Our system only accepts allow-listed IP addresses. Which ones do I enter?

9brains reaches external services from these three addresses:

• 49.12.216.197
• 49.12.218.234
• 91.99.210.139

Enter all three in your system’s firewall or access list, since any request can come from any of them. This covers every integration, MCP servers and databases included, and everything the AI retrieves with them in chat, in agents and in apps, as well as signing in and “Test” on the account. Systems behind the On-Premise Connector use the connector’s own sender address.

Allowing these addresses does not replace a sign-in: 9brains uses the same addresses for all customers. So keep protecting your system with its own credentials.

Can others see my personal tools?

Only administrators, as long as you share neither the integration nor an account. An integration you created is visible only to you and the administrators of your workspace. Once you share it with people or groups under Sharing on the Access tab, they can connect an account of their own there. If you share an account on it with someone, that person works with your account, even without the integration being shared with them.

Can I restore a deleted tool?

No. Deleting a tool is irreversible. All configurations, stored credentials and uploaded files are permanently removed.

My sign-in with a service has expired, what should I do?

Go to Settings → Integrations. The affected integration sits at the top and shows the “Sign in again” button. Click it and sign in with the provider again; your account is then active once more.

Can the AI send emails with my Microsoft account without asking?

In the chat, the AI first creates the email as a draft, shows you the recipients, subject and text, and asks whether it should send it. It only sends the email after you say yes. Agents that start through a trigger, whether on a schedule, through an event or manually, work differently: they only send if their task explicitly calls for it.

Is my data safe in the sandbox?

Yes. The sandbox is fully isolated, it has no access to other user data, the database, or internal services. All credentials for external services are passed through a secure proxy and are not visible to the code in the sandbox.

Can I create my own skills for my team?

Yes. You create skills directly in the chat: in the Skills area in the sidebar via “Create skill”. You can then share them with individual people, groups or, via the “Alle Mitglieder” entry for all members, with the whole workspace. All details under Skills.

Where do I manage my accounts with external services?

Under Settings → Integrations. Expand an integration’s row: under “Stored accounts” you can test each account, sign in again or replace the key, share it with colleagues or agents, hand it over to somebody else, view the history and delete it. Administrators additionally get the workspace-wide overview under Settings → Administration → Accounts. More under Accounts.

How do I store a key that everyone should use?

As a company account. Administrators and the owner of the integration create one when connecting, with “Belongs to: The company”, or hand an account of their own over with “Hand over → To the company”. A new company account starts out shared with all members; who exactly gets it, they decide themselves afterwards. It stays when the person who set it up leaves the company. The same works with a sign-in at the provider, for example for a team mailbox. More under Personal account and company account.

Can I set up an account for a colleague?

Yes. Set it up as your own, test it and then pick “Hand over” on the account. From then on it belongs to them, and you no longer have access. They get no message; the account simply shows up in their overview under Settings → Integrations. More under Handing over an account.

What happens to my accounts when I leave the company?

Your personal accounts are deleted when an administrator removes you, unless they hand individual ones over to somebody else first. Company accounts stay, even if you set them up.

Can I view my stored API keys again?

No, and that is by design: after saving, credentials are never displayed to anyone again, not even to administrators. You can only replace them with new values or delete them.

How many tools can I create?

There is no hard upper limit. You can create and configure as many personal tools as you like.

What is the difference between “System” and “Tenant” tools?

System tools are available platform-wide to all users and are managed by super administrators. Tenant tools are only available within your workspace and are managed by your administrators.