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.
- 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.
- In Your tools, press New link on the tool's row.
- Copy the new link. It keeps the same name, permissions and accounts.
- 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#
- In Your tools, press Remove on the tool's row.
- Heropost asks: "Remove {name}? Its link stops working immediately and that tool loses access to this workspace."
- Press Remove, or Keep it to cancel.
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#
- In Your tools, press Permissions on the tool's row. The panel reads "What {name} can do in this workspace".
- Switch what you want on or off, and choose Which accounts.
- Press Save.
"Changes apply straight away. Your link does not change, so you never have to set the tool up again."
| 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.
- 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.
Activity#
Activity lists what your connected AI tools did in this workspace, and whether it used an action.
- 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.
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.