Workspace settings are where authorised staff configure how the workspace behaves across excursions, communication, people records, risk management, and integrations.
The tabs you can see depend on your workspace role and permissions. If a restricted tab is opened directly, AnySchool.ai returns you to a settings area you can access.
Admin and workspace controls
Common workspace settings include:
- Members for inviting staff, changing access, and reviewing workspace membership.
- Billing for subscription status, paid-seat capacity, email usage, AI usage, checkout, invoices, and the Stripe customer portal.
- AI settings for workspace AI configuration, including the model used by AI chat where enabled.
- API tokens for creating and revoking bearer tokens used with the public API.
- Workspace for general workspace details.
Communication settings
Email templates
Email templates let admins create reusable excursion email layouts and message defaults. Templates can include a subject, sender details, default recipients, message content, and an email theme.
Use templates for recurring communication such as permission reminders, final instructions, staff updates, or post-excursion follow-up.
Email themes
Email themes control the appearance of rendered workspace emails. A theme can define colours, fonts, header content, footer content, and whether it should be the primary theme.
Use themes when family-facing communication should match school branding or include consistent contact details.
Excursion and people configuration
Settings can also include:
- Relationship types for defining how students, parents, guardians, and staff can be linked.
- Statuses for workspace-specific excursion status labels, icons, and colours.
- Excursion types and activity types for categorising excursions and applying planning defaults such as supervision ratios.
- Impact areas and excursion roles for risk management and responsibility assignment.
- Approvals for configuring review workflows used before an excursion proceeds.
API tokens
Workspace admins can create API tokens from the API tokens tab for approved integrations.
Token behaviour:
- Tokens are scoped to one workspace.
- Tokens require a name and expiry date.
- The full token is shown once after creation and cannot be viewed again later.
- Active tokens can be revoked, after which requests using that token fail immediately.
For endpoint behaviour and examples, see Public API.
Billing and usage
The Billing tab shows plan information, paid-seat capacity, email usage, and AI usage where billing is enabled.
Important behaviours:
- Active or invited admins and managers count toward paid-seat capacity.
- Standard members do not count toward the paid-seat limit.
- New admin or manager invites and role changes can be blocked when the paid-seat limit would be exceeded.
- Email usage is counted from sent email records that the provider accepts or delivers.
- AI usage increments after successful billable AI completions and can be blocked when far over the plan limit.
- Payments, invoices, subscriptions, and purchased seats are managed through Stripe.
Tips
- Review access before creating API tokens or changing billing details.
- Keep email themes and templates current before sending parent-facing messages at scale.
- Use relationship types and role configuration early, so imports, permissions, reviews, and staffing use language your school recognises.
Last modified on June 18, 2026
