# Manage AI tool links, permissions and activity

Under Your tools, see every AI tool connected to a workspace, choose what each one may do, replace or remove its link, and check in Activity what it did and whether it used an action.

Last checked: Oct 8, 2026 on the live app. Source: https://heropost.ai/docs/ai-tools/links-permissions-activity/

**Where:** Home → **Connect your AI tools** → **Your tools** and **Activity**. Workspace owners and Admins.

## Your tools

**Your tools** lists every AI tool connected to the workspace you're in, newest first.

[Screenshot: The Your tools tab with the Connections and Actions this month meters and two tools, one connected and one waiting for its first call]

- **Connections** and **Actions this month** show how much of your plan is in use, the same numbers as Billing. Connections count every workspace you own.
- **Also on this plan:** appears when you have tools in other workspaces, with **Switch** to go there.
- Each row shows the tool's name and the start of its key, followed by "…".
- **Status:** "Connected · used {time}" once the tool has reached Heropost, or "Waiting for its first call".
- **Chips** light up for what the tool may do: **Draft**, **Publish**, **Inbox read**, **Inbox reply**, and **All accounts** or the number of accounts it may use.
- **Buttons:** **Setup** shows the set-up steps again, **Permissions** changes what it may do, **New link** replaces its link, **Remove** cuts it off.

The Home button reads **AI tools · {n} connected**, counting tools that have reached Heropost. The **Your tools · {n}** tab counts every link, used or not.

## How links work

- **One link per tool, per workspace.** The connection is named after the tool. Picking the same tool again in the same workspace opens the same connection.
- **One workspace per link.** To use a tool in another workspace, connect it there. That's another link and another connection.
- **The link is the key.** Anyone who has it can use the connection, with its permissions, in this workspace.
- **Shown once.** The full link appears when it's made. After you leave Home, reload or switch workspace, it's hidden: "Links are shown once. Need it again? New link replaces the old one instantly."
- **Expires after 180 days without use.** Every use restarts the 180 days, so a link in regular use doesn't expire. An expired link still shows its last use in **Your tools**; press **New link**.
- **AI tools can't manage links.** Only the owner or an Admin, in the app, can make, replace or remove one.

### Replace a link

Use **New link** when you've lost the link, it may have been seen by someone else, or it expired.

1. In **Your tools**, press **New link** on the tool's row.
2. Copy the new link. It keeps the same name, permissions and accounts.
3. Update your AI tool: edit the server's address, or remove Heropost there and add it again with the new link.

The old link stops working at once. **New link** doesn't use another connection. Until your tool uses the new link, its row reads "Waiting for its first call".

### Remove a tool

1. In **Your tools**, press **Remove** on the tool's row.
2. Heropost asks: "Remove {name}? Its link stops working immediately and that tool loses access to this workspace."
3. Press **Remove**, or **Keep it** to cancel.

[Screenshot: The Remove confirmation on a tool's row, with Keep it and Remove]

The connection is freed for another tool. Posts the tool created stay in the workspace, and its Activity stays listed. To use the tool again, connect it again: you get a new link.

## Permissions

1. In **Your tools**, press **Permissions** on the tool's row. The panel reads "What {name} can do in this workspace".
2. Switch what you want on or off, and choose **Which accounts**.
3. Press **Save**.

"Changes apply straight away. Your link does not change, so you never have to set the tool up again."

[Screenshot: The Permissions panel with Draft posts, Publish and schedule, Read the inbox, Reply in the inbox and Which accounts]

| Switch | What it allows | New connections | Owner's plan |
|---|---|---|---|
| **Draft posts** | "Write and save posts for you to review. Every connection can do this." Always on. | On | Any |
| **Publish and schedule** | "Put posts out without asking you first. Turn this off and everything it writes waits as a draft." Also needed to edit, change the date of or delete a post that's scheduled, published or waiting for approval. | On | Any |
| **Read the inbox** | "See comments and messages so it can report on them." Also marking threads read, done or bookmarked. | On | Growth or higher |
| **Reply in the inbox** | "Answer comments and messages as you. Off by default — this is the one that speaks in your voice in public." Switching it on also switches on **Read the inbox**. | Off | Pro or Agency |
| **Which accounts** | **All accounts**, or **Only the ones I pick** | All accounts | Any |

- **With Publish and schedule off,** the tool can still create and edit drafts, and send a draft for approval. You schedule or publish it yourself.
- **Which accounts** applies to everything the tool does with accounts: listing them, posting and analytics. Accounts you didn't pick are hidden from it. Tick at least one account: with none ticked, the tool keeps all accounts.
- **If your workspace requires approval,** an AI tool can't schedule or publish a post until a reviewer approves it, even with **Publish and schedule** on. See [Approvals](/docs/team/approvals/).
- **Read the inbox** is on for new connections, but it only works when the workspace owner has Growth or higher. Below that, the tool is told: "Agent inbox access requires an agent add-on plan (Agent Growth or higher). …"
- **see plans,** next to **Reply in the inbox**, opens Billing.

What each switch means for safety: [Safety](/docs/ai-tools/safety/).

## Activity

**Activity** lists what your connected AI tools did in this workspace, and whether it used an action.

[Screenshot: The Activity tab: create post · 1 action, then select accounts · free and update post · free]

- Each row shows when, which tool, what it did, and **1 action** or **free**.
- One request can add several rows. Saving one draft usually shows **create post · 1 action**, then **select accounts · free** and **update post · free**.
- **Reading isn't listed.** Listing accounts, analytics and other reads are free and don't appear.
- **Hero_Agent's chat on Home isn't listed here.** It shares the same actions.
- It shows the most recent entries.
- Nothing yet? "When a connected tool creates, schedules or publishes something, it shows up here — and whether it used an action."

| You see | It means | Cost |
|---|---|---|
| **create post** | A post was saved (each post in a batch is a row) | 1 action |
| **reply to thread** | A reply was sent in the Social Inbox | 1 action |
| **select accounts**, **update post** | A post's accounts or content were set or edited | Free |
| **schedule post**, **publish post** | A post was scheduled or published | Free |
| **submit post for approval** | A draft was sent for review | Free |
| **delete post** | A post was deleted from Heropost | Free |
| **upload media** | A photo or video was added | Free |
| **update brand kit** | The brand kit changed | Free |
| **hero photo generate** | Hero_Photo made an image | Free in actions; uses photo credits |

"One action is one post created or one reply sent. Editing, scheduling, publishing, reading, reporting and the writing itself are free."

**Check a tool really saved something.** After asking for a draft, look for **create post · 1 action**. If you only see free rows, or nothing, the tool wrote the text in its chat and saved nothing. Ask again, starting with "Use Heropost…".
## Messages in this window

| Message | What it means | What to do |
|---|---|---|
| "Couldn't create a link for {tool}" with "All {N} AI tool connections on your plan are in use — {where they are}. {next step}" | Every connection on the owner's plan is in use, counting all their workspaces. The message names where. | Press **Switch to {workspace}** or **See your tools**, remove a tool you don't use, then **Try again**. Or move to a bigger plan. |
| "Every connection slot on this plan is in use. Remove one to connect another, or raise your plan." | The same, at the bottom of **Your tools**. | Same. |
| "… or ask the account owner to raise the plan." | You're an Admin; the owner's plan applies. | Remove a tool, or ask the owner to upgrade. |
| "No workspace is open yet. Pick a workspace, then connect the tool." | No workspace is selected. | Choose a workspace, then connect. |
| "Could not create the link. Try again." | The link wasn't made. | Press **Try again**. |
| "A connection with this name already exists in this workspace." | That tool is already connected here. | Use **Setup** or **New link** on its row. |
| "Only the workspace owner or an admin can perform this action." | Your role can't manage AI tools. | Ask the owner or an Admin. |
| "Replying in the inbox is part of Agent Pro and Agent Agency. Raise the Hero_Agent plan and this can be switched on." | Replies from AI tools need Pro or Agency. | Upgrade in Billing (**see plans**), then switch it on. |
| "One or more selected accounts don't belong to this workspace." | The account list is out of date, for example after switching workspace. | Close the window, reopen **Your tools** and pick again. |
| "This connection was removed. Connect the tool again to give it access." | The tool was removed, perhaps in another tab. | Connect the tool again. |
| "Could not save those permissions. Try again." | The change wasn't saved. | Try again. |
| "Could not create a new link. Try again." or "This connection is revoked. Create a new connection instead." | The link couldn't be replaced, or the tool was already removed. | Try again, or connect the tool again. |
| "Could not remove that tool. Try again." or "That connection could not be revoked. Reload the page and try again." | The tool wasn't removed. | Reload, then try again. |
| "Your browser blocked the copy. Select the text above and copy it by hand." | The browser stopped the **Copy** button. | Select the link and copy it yourself. |

Messages your AI tool shows: [Limits, rate limits and error messages](/docs/ai-tools/limits-and-errors/).

## Questions

**Will changing permissions disconnect my AI tool?**

No. Changes apply straight away and the link stays the same.


**I lost my link. Can Heropost show it again?**

No, links are shown once. Press **New link**, copy it and update your AI tool. The old link stops working.


**Does removing a tool delete the posts it made?**

No. Its drafts, scheduled posts and published posts stay where they are. Only the link stops working.


**Can two people connect their own ChatGPT to the same workspace?**

Each tool has one link per workspace, so the ChatGPT card always opens the same connection. For a second, separate link, the other person can use **Any MCP-compatible tool works** (one per workspace). Separate links make it clear in Activity who did what, and you can remove one without affecting the other.


**Why does Home say 2 connected when Your tools shows 3?**

Home counts tools that have reached Heropost. **Your tools** counts every link, including one you made but haven't used yet. Unused links still count toward your plan's connections.


**Can I rename a connection?**

No. Connections are named after the tool.