Understanding how AI Fields work
There are three different concepts that control AI Fields:
Permissions determine who can create and share AI Fields.
Licenses determine who can manually generate AI Fields.
AI credits determine whether AI Fields can run automatically.
Although these concepts work together, they're completely independent.
Permissions: who can create AI Fields?
Creating and sharing AI Fields is controlled by your workspace's Security settings.
Depending on how your Workspace Admin has configured these settings, AI Fields can either be managed by Admins only or by all workspace members.
Go to Settings → Security → AI Fields & Views.
These permissions only affect who can create, edit, and share AI Fields. They do not determine who can generate them.
Setting | When enabled |
Only admins can create AI Fields | Only Workspace Admins can create and edit AI Fields. |
Only admins can share AI Fields & Meeting Views | Only Workspace Admins can share AI Fields and Meeting Views. |
If these options are disabled, any workspace member can perform these actions.
💡 Permissions only affect creating and sharing AI Fields. They do not control who can generate them. |
Licenses: who can generate AI Fields?
Generating an AI Field manually depends entirely on the user's license.
License | Can manually generate AI Fields? |
Basic | ❌ |
Pro | ✅ |
Business | ✅ |
Even if your workspace still has plenty of AI credits available, a Basic user cannot manually generate an AI Field.
AI credits: how do they work?
AI credits are shared across your entire workspace.
Each paid license contributes AI credits to a common pool.
License | Adds AI credits to the workspace? |
Basic | ❌ |
Pro | ✅ (500 per licence) |
Business | ✅ (1000 per licence) |
These shared credits are used whenever AI runs automatically.
Manual vs automatic AI generation
Manual generation
When you click Generate, Claap checks your license.
If you have a Pro or Business license, the AI Field is generated.
If you have a Basic license, manual generation isn't available, even if your workspace still has AI credits.
Automatic generation
Auto-run AI Fields work differently.
When an AI Field is configured to run automatically, Claap uses the workspace's shared AI credits instead of checking the recording owner's license.
This means that recordings owned by users with a Basic license can still be processed automatically, as long as the workspace has AI credits available.
Example
Imagine your workspace has:
10 Pro users
5 Basic users
A Basic user records a meeting that enters a Meeting View configured with Auto-run AI Fields.
What happens? | Result |
AI Fields are generated automatically | ✅ |
AI credits are deducted from the workspace | ✅ |
The Basic user can manually regenerate the AI Field | ❌ |
Even though the recording belongs to a Basic user, automatic AI generation still works because it uses the shared workspace AI credit pool.
Quick reference
Action | What controls it? |
Create an AI Field | Workspace permissions |
Share an AI Field | Workspace permissions |
Generate an AI Field manually | User license |
Auto-run AI Fields | Workspace AI credits |
Available AI credits | Number of paid licenses |
FAQ
Why can't a Basic user generate AI Fields if there are still AI credits available?
Because manual generation depends on the user's license, not on the number of AI credits remaining.
Can recordings owned by Basic users receive AI Fields?
Yes. If the AI Field is configured with Auto-run, it will run automatically using the workspace's shared AI credits.
Can an Admin with a Basic license generate AI Fields?
No. Being an Admin allows them to create and manage AI Fields (depending on your security settings), but manual generation still requires a Pro or Business license.