billing-plans

Yes. Administrators can add users at any time from the Admin Panel under Settings > Users > Add User. Additional seats are prorated for the remainder of the current billing cycle, so you only pay for the time the new user is active.

How prorating works

If you add a user halfway through your billing cycle, you are charged 50% of the per-seat rate for that cycle. The full per-seat rate applies starting the next billing cycle.

Is there a seat limit?

Some organizations have a seat cap defined in their service agreement. If your organization has a cap, you will see the limit displayed in the Admin Panel under Settings > Billing. To increase your seat allocation, contact your account representative.

Bulk user additions

For adding many users at once, see the bulk user import feature. Administrators can upload a CSV file or connect to an LDAP directory to provision multiple accounts simultaneously.

Yes. Users can belong to more than one workspace at the same time. Your administrator assigns you to workspaces based on your role, department, or the resources you need. You can switch between your assigned workspaces at any time from the sidebar.

Switching workspaces

1. Open the sidebar on the left side of the screen.
2. Click the workspace name or workspace icon near the top.
3. Select the workspace you want to switch to from the list of workspaces available to you.

When you switch workspaces, the available models and knowledge bases change to match that workspace's configuration. Your personal conversation history is preserved across all workspaces.

What changes between workspaces

Each workspace has its own:

• Models — the AI models available to members. A parts department workspace might offer models tuned for parts lookup, while an estimating workspace has models for repair procedures.
• Knowledge bases — document collections the models can search. Different workspaces can reference different catalogs, manuals, or internal documents.

Common examples

• A parts counter technician might belong to a Parts Counter workspace with aftermarket catalogs and a General workspace for ad-hoc research.
• A service advisor might belong to an Estimating workspace for collision repair procedures and a Parts Counter workspace to check part availability.

How to get access to another workspace

Workspace membership is managed by your administrator. If you need access to a workspace you are not currently assigned to, contact your administrator and request to be added.

Does belonging to multiple workspaces affect billing?

No. Billing is based on user seats, not workspace membership. A single user who belongs to three workspaces still counts as one seat.

Invoices are automatically sent to the billing contact on file at the beginning of each billing cycle. Each invoice includes a breakdown of active seats, per-seat rate, prorated charges for any mid-cycle additions, and the total amount due.

Viewing past invoices

Administrators can view and download past invoices in the Admin Panel under Settings > Billing > Invoice History.

Updating billing contacts

To change who receives invoices, contact your account representative with the new billing contact's name and email address. Changes take effect on the next billing cycle.

Requesting past invoices

If you need a copy of a past invoice that is not available in the Admin Panel, contact your account representative with the billing period you need. Invoices are typically available for the past 12 months.

Administrators can deactivate users from the Admin Panel under Settings > Users. Find the user, click their profile, and select Deactivate.

What deactivation does

• The user can no longer log in to SecureAI.
• Their conversation history and uploaded documents are preserved (subject to your organization's data retention policy).
• The seat is freed and does not count toward your seat total as of the next billing cycle.

Deactivation vs. deletion

• Deactivation preserves the user's data and can be reversed. Use this when someone leaves a role temporarily or moves to a different team.
• Deletion permanently removes the user account and all associated data. This action cannot be undone. Use this only when required by your data retention policies.

When does the billing change take effect?

Deactivated users stop counting toward your seat total at the start of the next billing cycle. If you deactivate a user mid-cycle, the seat is still billed for the remainder of that cycle.

SecureAI is billed on a per-seat, per-month basis. Each active user account counts as one seat. Billing is calculated at the start of each monthly cycle based on the number of active seats at that time.

What counts as a seat?

Any user account with an "active" status in the Admin Panel counts as one seat. Deactivated or suspended accounts do not count toward your seat total.

Where can I see my current seat usage?

Administrators can view current seat usage in the Admin Panel under Settings > Billing. This shows the number of active seats, your plan's seat allocation, and the next billing date.

How do I get pricing details?

Pricing varies by organization based on volume, contract terms, and any negotiated discounts. Contact your account representative for pricing details specific to your organization.

If you are unable to log in to SecureAI, work through these steps in order:

1. Verify your URL

Make sure you are using the correct URL for your organization's SecureAI instance. Your organization may have a custom subdomain (e.g., yourcompany.secureai.example.com). Check with your administrator if you are unsure.

2. Reset your password

Click the Forgot Password link on the login page. A password reset email will be sent to the address associated with your account. Check your spam or junk folder if you do not see the email within a few minutes.

3. Confirm your account is active

Your administrator may have deactivated your account. Ask your administrator to check your account status in the Admin Panel under Settings > Users.

4. Check for SSO issues

If your organization uses Single Sign-On (SSO), the login issue may be on your identity provider's side. Try logging into other SSO-connected applications to see if the problem is specific to SecureAI.

5. Contact support

If none of the above steps resolve the issue, contact support with:

• Your email address
• Your organization name
• A description of the error message you see (or a screenshot)
• The browser and device you are using

Trial availability varies by organization and is determined during the sales process. Some organizations receive a time-limited evaluation period with a set number of seats before committing to a paid plan.

What is included in a trial?

Trials typically include full access to SecureAI features, including all AI models, file upload capabilities, and conversation history. Seat counts and duration are defined in the trial agreement.

What happens when the trial ends?

When a trial period expires, user access is suspended until a paid plan is activated. Conversation history and uploaded documents from the trial period are preserved for 30 days after trial expiration to allow a smooth transition.

How do I request a trial?

Contact your account representative to discuss trial options for your organization.

If your organization has a seat cap defined in your service agreement, you will receive a warning notification when approaching the limit. The Admin Panel displays your current usage relative to the cap under Settings > Billing.

Warning thresholds

• 80% of cap: An informational notice appears in the Admin Panel.
• 90% of cap: Email notifications are sent to the billing contact on file.
• At cap: New user creation is blocked until seats are freed or the cap is increased.

How to increase your seat allocation

Contact your account representative to adjust your seat cap. Increases can typically be processed within one business day. Any additional seats are prorated for the current billing cycle.

Freeing up seats

If you need to make room without increasing your cap, deactivate users who no longer need access. Deactivated users do not count toward your seat total as of the next billing cycle.

SecureAI offers tiered plans designed for automotive aftermarket organizations of different sizes. All plans include the core SecureAI AI assistant platform built on OpenWebUI, with differences in seat counts, available AI models, storage, and support levels.

Plan tiers

Feature	Starter	Professional	Enterprise
Seats	Up to 10	Up to 100	Unlimited
AI models	Standard models	Standard + advanced models	All models including custom
File uploads	1 GB per user	5 GB per user	Custom allocation
Knowledge bases	3	Unlimited	Unlimited
Conversation history	90 days	1 year	Unlimited retention
Support	Email	Email + priority chat	Dedicated account manager
SSO / SAML	Not included	Included	Included
Custom integrations	Not included	Available as add-on	Included

How is pricing calculated?

All plans are billed on a per-seat, per-month basis. Each active user account counts as one seat. Pricing varies based on the plan tier, the number of seats, contract length, and any negotiated volume discounts. Annual billing is available at a discounted rate compared to monthly billing.

What is included in every plan?

Regardless of tier, every SecureAI plan includes:

• Secure, private AI access -- conversations are never used to train AI models
• Organization-scoped data isolation -- your data stays within your environment
• Conversation history and search -- find and reference past interactions
• File upload and analysis -- upload documents for AI-assisted review
• Admin Panel access -- manage users, roles, and workspace settings
• Automotive-specific assistants -- pre-configured assistants for parts lookup, diagnostics, and service workflows

How do I upgrade or change my plan?

Contact your account representative to discuss plan changes. Upgrades can typically be processed within one business day and are prorated for the current billing cycle. Downgrades take effect at the start of the next billing cycle.

How do I get a quote?

Contact your account representative for pricing details specific to your organization. Volume discounts are available for larger deployments.