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Set Up Team Permissions

ToolboxAI ships with two premade permission sets that control what your users can do with AI features. Assign these in Salesforce Setup — there's nothing to configure inside ToolboxAI itself.

  • ToolboxAI AI Generation Access — required for every AI feature (ToolboxAI, Extractor, Activity Summarizer). Lets a user run AI tools, read/write the AI response records they generate, and access the OpenAI and Claude connections. Assign this to anyone who should be able to actively use AI features.
  • ToolboxAI Admin Access — grants visibility into the ToolboxAI admin app (the Home Dashboard and Settings tabs), plus everything in AI Generation Access. Intended for the package installer and other admins who configure ToolboxAI, not just use it.

Assign a permission set​

  1. In Salesforce Setup, search for Permission Sets.
  2. Click into ToolboxAI AI Generation Access or ToolboxAI Admin Access.

Permission Sets list in Salesforce Setup showing ToolboxAI AI Generation Access and ToolboxAI Admin Access

  1. Click Manage Assignments → Add Assignments.
  2. Select the users who need that access, click Next, and then click Assign.

Repeat for the other permission set as needed. Most users doing hands-on work (using ToolboxAI, running the Extractor, reviewing summarized activities) only need AI Generation Access. Admins who also need to configure connections, review the Home Dashboard, or manage settings should get Admin Access instead — it already includes AI Generation Access, so don't assign both.

For users who reinstall the ToolboxAI package​

If you've reinstalled the ToolboxAI package, re-check your own assignments — a reinstall can leave even the original installer without Admin Access, and the Setup Assistant's self-service button only grants AI Generation Access, not Admin Access.

You can see how many users are currently assigned to each permission set from the Permission Set Count tile on the ToolboxAI home tab.