As a Tokens Admin, you play a crucial role in overseeing and managing token usage for all your teams. Here's a step-by-step guide to efficiently handle token settings, purchase additional tokens, and set limits for your teams.
Accessing Token Settings
Navigate to "Settings" and click on the "Billing" tab.
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In the Token Settings section, you can view the Monthly Tokens and additional Subscription Tokens associated with your Admin seat.
In the "Billing" tab you can take additional actions like viewing a Tokens "Pricing Breakdown", "Purchase History", and "Historical Token Usage"
Historical Token Usage
This feature allows you to track and view historical data in week, month, and 3-month view. As an admin you have the added ability to filter your by "Team" and further by "User".
Click on the three dashes in the top right to establish filter settings for precise analysis.
Purchasing Token Subscriptions
It is here in the Billing tab where you can purchase additional Token Subscriptions for your team.
To manage Token Subscriptions, navigate to the "Addon" under the "Company" tab. Scroll to the middle of the page to locate the different subscription options.
Choose your total Token subscription amount by clicking the "+" symbol next to your desired packages. You can select multiple quantities of the same package and combine different denominations to create a subscription total that fits your business needs.
The "Used" number reflects the total number of token subscriptions purchased and active within the current month. This includes subscriptions that were active at the beginning of the month as well as any additional subscriptions added during the month.
It's important to note that the "Used" number represents what will be billed on the first day of the following month, regardless of whether subscriptions were removed partway through the current month. For example, if 5 subscriptions were active during the month but dropped to 4 before the month's end, the "Used" count would still show 5 for billing purposes, but only 4 subscriptions would be active for token distribution the following month.
Once you've determined the appropriate amount, scroll to the bottom of the page and click "Update Addons." Once activated, this subscription will automatically be added to your account balance each month. To reduce or remove the subscription, click the "-" symbol next to the subscription and then on "Update Addons."
Note: image does not reflect accurate pricing.
To remove or downgrade your Token subscriptions, return to your "Addons" tab and click the "-" symbol next to the subscription. When you are satisfied with the change hit, "Update" at the bottom.
Beginning Sept. 1st, 2025 you will be able to downgrade your subscription at any time in your billing cycle.
However, as stated in the beginning of this article, it's important to understand that downgrading your subscription affects your subscription rollover allotment, forfeiting any accrued and unused rollover subscription tokens from previous months.
Note: To learn more about purchasing Token Subscriptions, click below.
Tokens: Subscriptions
Transferring Tokens
You can transfer both Subscription tokens and Monthly tokens (including those allocated to Admins) to your teams. This feature provides flexibility in resource allocation across your organization.
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To transfer tokens, navigate to the "General" tab and click on "Teams."
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Scroll over to the right on your Admin account and click on "Details" or just click on a team.
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This will bring you to a page where you can view your "Monthly Tokens left" and "Subscription Tokens left." Click on the "Transfer" button next to those amounts to begin the transfer process.
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Within the "Transfer" window, select the "Transfer type" (Subscription or Monthly). Then select the "Team Name" from the dropdown, provide the "Amount" of tokens, and finally "Confirm" the transfer and click "Transfer". These tokens will become immediately available to your users.
Team Token Amounts
To view your teams' token amounts, go to the "General" tab, click on "Teams," and select the specific teams you wish to review.
Token Allocation Templates
Admins can configure token templates for teams based on their usage, automatically setting token levels each month. This allows admins to allocate tokens according to each team’s needs, ensuring effective resource distribution. This flexibility supports better management and is especially useful for large teams with varying token usage.
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To access Token Allocation Templates, navigate to "Settings" and then down to "Billing." Scrolling to the bottom of the page will reveal the option to establish templates for your teams.
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Here, you will see your listed teams, their default monthly token allocation per seat (e.g., 2 seats = 20K tokens), and a dropdown menu that allows you to quickly set allocation preferences.
You will also notice your "Tokens left to allocate" above your teams monthly token allocation (currently the default 10K per seat, per team; 2 seats = 20K monthly tokens). In the above example, you have 0 monthly tokens to allocate because both teams are receiving an even 20K tokens each.
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In the allocation dropdown, select "Customize" to make changes to your team's monthly allocation. For example, if you drop "Awesome Team's" monthly token allocation to 10K tokens. You will have an additional 10K monthly tokens to allocate to "Fantastic Team."
In another example, if you have a team that handles your marketing and brand assets and doesn't utilize tokens, you can reduce their monthly token allocation to 0 and provide your additional teams with more tokens to utilize for automated outreach.
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Once you click "Save," your teams will receive their monthly token allocation based on these parameters. To reset your allocation template, select "Even" or "Default" to return to the standard, even monthly distribution for all teams.
It is highly recommended to establish your team's Token Allocation Templates before making more granular changes at the seat level and setting seat or role token limits (described below).
Establishing Token Limits for Users
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Head to the "Teams" bar, scroll to the right, and click "Edit" on the Team Lead seat.
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Set the Token limit for this user or choose "Unlimited Usage."
Don't forget to click "Save" down at the bottom of the page.
Note: To learn more about Tokens click on the links below.
Tokens: Team Limits
Tokens: General Overview