ChatGridAI Setup Guide

Prerequisites

1. ✅ Active Google Workspace or Microsoft 365 account
2. ✅ OpenAI account with billing enabled → platform.openai.com
3. ✅ Admin access to install Google Chat or Teams apps (check with IT if unsure)

Setup Checklist

Step 1: Sign Up

• Go to chatgridai.com
• Click "Sign in with Google Workspace" or "Sign in with Microsoft"
• 14-day free trial starts automatically (no credit card required)
• Details: Section 2 - Login & Registration

Step 2: Create OpenAI Resources

Open these two tabs and create each resource:

1. API Key: platform.openai.com/api-keys → Click "Create new secret key" → Copy it (starts with "sk-")
2. Vector Store: platform.openai.com/storage → Click "Create vector store" → Name it → Copy Vector Store ID (starts with "vs_")

Details: Section 4.2 - Configuration Tab

Step 3: Configure Your Group

• Dashboard → Groups → Click "Create Group"
• Click your new group → Configuration tab → Click "Edit"
• Paste: API Key, select Model (use gpt-4o-mini), paste Vector Store ID → Save

Step 4: Add Team Members

• Same group page → Users tab → Enter email addresses (Google) or names (Teams) → Click "Add"
• Details: Section 4.5 - Users Tab

Step 5: Install Chat App

For Google Chat:

• Dashboard → Workspace Overview → Click "Install Bot" button
• Follow prompts to install ChatGridAI in your Google Chat

For Microsoft Teams:

• Dashboard → Workspace Overview → Click "Install Teams App"
• Follow Teams installation prompts

You're Done! 🎉

Open Google Chat or Teams → Start new message with ChatGridAI bot → Ask a question

Next Steps (Optional)

• Upload documents: Groups → Knowledge tab → Upload PDFs, Word docs, etc. (Section 4.4)
• Customize AI behavior: Groups → Training tab → Use templates or write custom instructions (Section 4.3)
• Track usage: Dashboard → Analytics → See costs and token usage (Section 6)

Core Features

• Works in your existing chat: Google Chat or Teams - no new apps to learn
• Learns your company knowledge: Upload PDFs, Word docs, procedures - AI references them when answering
• You control costs: Use your own OpenAI API key - all AI costs billed directly to your OpenAI account
• Multi-group setup: Different teams get different AI configurations with separate knowledge bases

Pricing Model

You pay two separate things:

1. OpenAI API costs: Billed directly to your OpenAI account (~$0.15-$10 per 1M tokens depending on model)
2. ChatGridAI platform fee:
   • 14-day free trial (10 seats, no credit card required)
   • After trial: Minimum 20 seats ($100/month)
   • Sold in packs: 5 seats for $25/month (always $5 per seat)
   • Details: Section 7 - Billing

How It Works

1. User asks question in Google Chat or Microsoft Teams
2. ChatGridAI authenticates with YOUR OpenAI API key
3. OpenAI searches YOUR Vector Store (uploaded documents)
4. Response generated using YOUR selected model (GPT-4o, GPT-4o-mini, or GPT-3.5-turbo)
5. Answer returned to user in chat
6. Costs billed to YOUR OpenAI account

Key point: ChatGridAI is a bridge connecting your chat platform to your OpenAI account. You maintain full control and ownership of your data and API costs.

Supported Platforms

• Google Chat™: Direct messages, group chats, spaces (requires Google Workspace)
• Microsoft Teams™: Direct messages, group chats, channels (requires Microsoft 365)

Security

• Your documents: Stored only in OpenAI Vector Stores, NOT on ChatGridAI servers
• Your conversations: Stored in OpenAI threads, NOT on ChatGridAI servers
• Your API key: Encrypted in HashiCorp Vault, never visible in full after setup
• Access control: Domain-verified users only, explicit group membership required

The dashboard is your management interface for ChatGridAI. Access it at https://chatgridai.com/static/dashboard.html

The dashboard has a left sidebar with 5 sections:

1. Workspace Overview

Landing page showing your company name, subscription plan, user count, and group count. Has quick action buttons to jump to other sections. During trial period, displays banner with days remaining and upgrade button.

2. Groups

Where you create and manage groups. Configure each group with OpenAI API settings, upload files to train the AI, and assign team members. Each group gets its own AI configuration with separate knowledge base. Detailed setup instructions in Section 4.

3. Team Members

View all users in your workspace. Assign users to different groups or remove them. Search and filter capabilities. Details in Section 5.

4. Analytics

View token usage and OpenAI costs over time. See which groups and users consume the most tokens. Export data for your records. Details in Section 6.

5. Billing

Manage your ChatGridAI subscription. Upgrade from trial to paid plan, change billing cycle, or cancel subscription. This is separate from OpenAI billing. Details in Section 7.

Mobile Access

On mobile, click hamburger menu (top left) to open the sidebar. All features work on mobile devices.

The Team Members section shows all users in your workspace. View who's assigned to which groups, reassign users, and manage team access in one place.

What You See

Stats Cards (Top of Page)

• Total Members: All users across all groups
• Active Groups: Groups that have at least one member
• Unassigned: Users currently in "Unassigned" group only

Members Table

Table displays all users with these columns:

• Checkbox: Select individual users for bulk actions
• User: Email address (Google Workspace) or Display Name (Microsoft Teams). Admin users show "(Admin)" label.
• Delete: Button to permanently remove user from system (Enterprise/Professional plans only, 2 deletes per month for Professional). Cannot delete admin users.
• Current Group: Which group the user is currently assigned to
• Assign to Group: Dropdown to reassign user to different group

Search and Filter

Tools above the table:

• Search box: Type to filter by email/name. Updates table in real-time.
• Group filter dropdown: Show only members of specific group. Combines with search filter.
• Sort columns: Click "User" or "Current Group" column headers to sort ascending/descending. Arrow shows current sort direction.

Reassigning Users

Individual Reassign

Click dropdown in "Assign to Group" column → Select new group → User immediately moved to that group. Their chat thread stays intact.

Bulk Reassign

1. Check boxes next to users you want to move
2. Bulk actions bar appears showing "X selected"
3. Select target group from "Move to group..." dropdown
4. Click "Reassign Selected" button
5. Confirm in popup
6. All selected users moved to new group

Removing Users

Move to Unassigned (Free)

Select users → Bulk reassign dropdown → Choose "Unassigned" → Click "Reassign Selected". Users moved to Unassigned group. They cannot use the AI until reassigned to configured group.

Permanent Deletion (Paid Plans Only)

Delete Credits System:

When you purchase seats, you receive monthly delete credits equal to your seat count divided by 5 (rounded down)

• 20 seats (minimum) = 4 delete credits/month
• 25 seats = 5 delete credits/month
• 30 seats = 6 delete credits/month
• 50 seats = 10 delete credits/month
• Credits reset at start of each billing cycle
• Unused credits do NOT roll over

How to delete users:

1. Check boxes next to users
2. "Delete Selected" button appears (red)
3. Click "Delete Selected"
4. System shows remaining delete credits
5. Two confirmation popups (permanent action warning)
6. Users permanently removed from system
7. Delete credits deducted

Restrictions:

• Cannot delete admin users
• Must have at least one admin in workspace
• Trial users cannot delete (no credits during trial)
• If no credits remaining, wait until next billing cycle or buy more seats

Select All

Checkbox in table header (left side) → Selects/deselects all visible users in current filtered view. If you're filtered to specific group, only those users get selected.

Mobile View

Table converts to card layout on mobile devices. Each user = separate card showing all same information. All actions (reassign, delete, select) work identically.

Analytics section shows OpenAI token usage and estimated costs. All costs are billed directly to your OpenAI account - ChatGridAI tracks and displays the data only.

Overview Stats (Top Cards)

Four stat cards showing last 30 days:

• Total Tokens: Combined input and output tokens used across all groups
• Total Cost: Estimated OpenAI costs in USD (calculated from token usage)
• Active Groups: Groups that have usage activity (sent at least one message)
• Avg Per Day: Average daily token consumption

Usage by Group Chart

Doughnut chart showing token distribution across groups. Only displays groups with usage activity (groups with zero tokens not shown). Click any segment to see user breakdown for that group in the chart below.

Top Users Chart

Bar chart showing top 8 users by token consumption within selected group. Displays username only (part before @ in email). Updates when you click different group in the doughnut chart above. Shows "No user activity yet" if group has no usage.

How Data is Tracked

Every time a user sends message in Google Chat or Microsoft Teams:

1. Message sent to OpenAI API
2. OpenAI returns usage data (prompt tokens, completion tokens, total tokens)
3. ChatGridAI logs this data with group ID, user email, timestamp
4. Cost calculated: total tokens × $0.000002 (approximate rate, varies by model)
5. Data appears in Analytics section immediately

Cost Calculation

Estimated costs shown in ChatGridAI analytics are approximate. For official billing and exact costs, always check your OpenAI account dashboard at https://platform.openai.com/usage

Actual costs vary by model selected in group configuration:

• GPT-4o: Input $2.50/1M tokens, Output $10.00/1M tokens
• GPT-4o-mini: Input $0.15/1M tokens, Output $0.60/1M tokens
• GPT-3.5-turbo: Input $0.50/1M tokens, Output $1.50/1M tokens

Empty State

If no usage data exists yet, charts display "No usage data yet" or "No user activity yet". Start chatting with the AI in Google Chat or Microsoft Teams to generate analytics data.

Mobile View

Charts stack vertically on mobile devices. All data remains visible and interactive.

Pricing Model

Trial (14 days, free)

• 10 seats included
• No credit card required
• Unlimited groups
• Unlimited file uploads
• Full analytics access
• No delete credits (can only move users to Unassigned)

Paid Plan (After Trial)

Seat Packs: 5 seats for $25/month ($5 per seat)

• Minimum purchase: 4 packs (20 seats) = $100/month
• Each pack = 5 seats for $25
• Always exactly $5 per seat
• Scale up by purchasing additional packs as needed
• Billed monthly via Stripe
• Unlimited groups
• Unlimited file uploads
• Full analytics

Delete Credits

Monthly delete credits = your total seat count divided by 5 (rounded down)

• 20 seats (minimum) = 4 delete credits/month
• 25 seats = 5 delete credits/month
• 30 seats = 6 delete credits/month
• 50 seats = 10 delete credits/month

Current Subscription Card

Dashboard Billing section shows:

• Subscription Status: Active Trial, Active, Cancelling, Expired, or Inactive
• Total Seats: Your current seat count
• Delete Credits: Remaining credits this billing cycle / Monthly allowance
• Next Billing: Date and amount of next charge
• Billing Cycle: Monthly (annual not currently supported)

Upgrading from Trial

1. Click "Upgrade" button (appears in yellow trial banner or Billing section)
2. Redirected to Stripe Checkout (secure payment processor)
3. Enter payment details (credit/debit card)
4. Select quantity (minimum 4 packs = 20 seats = $100/month)
5. Confirm payment
6. Redirected back to dashboard
7. Subscription activated immediately
8. Trial banner disappears
9. Delete credits become available (4/month for minimum 20 seats)

Adding More Seats

When you have an active paid subscription:

1. Dashboard → Billing → Click "Add Seats" button
2. Redirected to Stripe Checkout
3. Adjust quantity (1-20 seat packs)
4. Each pack = 5 seats = $25/month
5. Confirm purchase
6. Seats added immediately
7. Delete credits recalculated automatically
8. Prorated charge for current billing period

Reducing Seats

Important: You must have fewer users than your new seat limit before reducing seats.

1. Dashboard → Billing → Click "Billing Portal"
2. Stripe customer portal opens
3. Click "Update plan" → Adjust seat pack quantity down
4. If current users > new seat limit: Change rejected
   • Warning: "You have X users but new limit is Y seats. Remove Z users first."
   • Go to Team Members → Move excess users to Unassigned or delete them
   • Try reducing seats again
5. If users ≤ new limit: Change scheduled for end of current billing period
6. Delete credits recalculated at next billing cycle

Delete Credits Explained

How it works: Your monthly delete credits equal your total seat count divided by 5 (rounded down)

Why Delete Credits Exist

Delete credits prevent abuse while allowing reasonable user turnover. When you remove a user, their seat becomes available for reassignment. Delete credits let you permanently remove users who have left your organization.

Credit Reset Schedule

• Credits reset at start of each billing cycle
• Unused credits do NOT roll over
• Reset date shown in Billing section
• If you add seats mid-cycle, credits recalculate immediately
• If you reduce seats, credits recalculate at next billing cycle

What If I Run Out of Credits?

Two options:

1. Wait until next billing cycle (credits reset automatically)
2. Buy more seats (adds more credits immediately via formula)

Alternative: Move users to "Unassigned" group (free, doesn't use credits, user can't access AI until reassigned)

Billing Portal

Click "Billing Portal" button to access Stripe customer portal where you can:

• Update payment method
• View payment history
• Download invoices
• Adjust seat pack quantity (add/remove seats)
• Cancel subscription

Cancellation

1. Click "Billing Portal"
2. Scroll to bottom → Click "Cancel subscription"
3. Confirm cancellation
4. Subscription marked "Cancelling"
5. Access continues until end of current billing period
6. No refunds for partial months
7. After period ends:
   • Cannot send messages in Google Chat or Microsoft Teams
   • Dashboard becomes read-only (view only, no edits)
   • All data preserved (groups, users, configuration, analytics)
   • Reactivate anytime by subscribing again

Status Indicators

• Active: Subscription active, will auto-renew
• Cancelling: Subscription active until period end, will not renew
• Active Trial: In 14-day trial period
• Expired: Trial or subscription ended, access disabled until renewed
• Inactive: No active subscription or trial

Seat Management Best Practices

• Start small: Use trial to test with 10 users, buy seat packs as needed
• Monitor usage: Analytics section shows which users are active
• Plan for turnover: Delete credits = ~20% monthly turnover (2 deletions per 10 seats)
• Move vs Delete: Move inactive users to Unassigned (free, reversible) vs permanent deletion (uses credits)
• Timing matters: Add seats anytime (prorated), reduce at billing cycle end (avoid early removal)

Payment Processing

All payments processed by Stripe (industry-standard secure payment processor). ChatGridAI does not store credit card details. Stripe handles all payment data according to PCI DSS compliance standards.

Example Pricing Scenarios

Scenario 1: Small Team (20 users)

• 4 seat packs × $25 = $100/month
• Total: 20 seats, 4 delete credits/month, $5/seat

Scenario 2: Medium Team (30 users)

• 6 seat packs × $25 = $150/month
• Total: 30 seats, 6 delete credits/month, $5/seat

Scenario 3: Large Team (50 users)

• 10 seat packs × $25 = $250/month
• Total: 50 seats, 10 delete credits/month, $5/seat

Scenario 4: Very Large Team (100 users)

• 20 seat packs × $25 = $500/month
• Total: 100 seats, 20 delete credits/month, $5/seat