Roles and access
You can use xpnAI with a normal member account. The product calls this Workspace role Member. You do not need an administrator role to connect an assistant and work with finance data.
A Workspace groups people and Xero data. A subscription provides access and billing for one or more Workspaces. A person can have different roles in different Workspaces.
Who can do what
| Task | Who can do it |
|---|---|
| Connect an assistant to a Workspace and revoke their own assistant connections | Any member of that Workspace |
| Query and export Workspace finance data through an assistant | Any member with active MCP access |
| Ask an assistant to create draft journals or change accounts and tracking | Any member whose assistant connection has the required permissions, while the subscription allows changes |
| Connect, add, reconnect, disconnect or delete Xero connections | A Workspace Administrator |
| Sync an enabled connection or use Sync all | Any Workspace member |
| Change reporting currency, financial year end and time zone | Any Workspace member, while the subscription allows changes |
| View Workspace people and subscription status | Any Workspace member |
| Invite people, change Workspace roles and remove Workspace access | A Workspace Administrator |
| View and revoke other members’ assistant connections in the Current Workspace | A Workspace Administrator |
| Start a trial, manage billing and add a paid Workspace | A Subscription Administrator |
| Add or remove Subscription Administrators | A Subscription Administrator |
Xero authorisation also requires appropriate access in Xero. Your assistant provider may have its own restrictions on who can add connectors.
Workspace Administrators
A Workspace Administrator manages people, invitations, assistant connections and Xero connections for that Workspace. This role does not automatically grant billing authority. A Subscription Administrator must grant or revoke Workspace Administrator authority.
Use Add and manage users to invite your team or change their access.
Subscription Administrators
A Subscription Administrator manages the subscription and its administrators. This authority does not automatically give the person membership of every Workspace on that subscription, or permission to manage Workspace users.
A person may hold both administrator roles. The person who creates the first Workspace starts with both. When a Subscription Administrator adds another Workspace, they become a Workspace Administrator in that new Workspace.
Use Manage your subscription for billing and additional Workspaces.
Assistant access belongs to you
Every assistant connection is authorised by one person for one Workspace. It does not give the assistant access to all of that person’s Workspaces. Changing the Workspace in your browser does not change the assistant connection.
Removing your Workspace membership stops subsequent assistant requests to that Workspace. You can also revoke your own connections under Connections > MCP.
If you see You no longer have access, choose another available Workspace or ask a Workspace Administrator to restore your membership.