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AI Assistant: How to Enable, Configure, and Use It
The AI Assistant improves the quality of training, accelerates onboarding, and reduces the workload on mentors. It answers employees' questions quickly, in an understandable form, and only using materials available to those employees. This reduces the number of repetitive questions to managers and colleagues, helps employees find the necessary information faster, and complete onboarding and training more confidently. What the AI Assistant does? - Answers employee queries based on lesson materials to which they have access. - Helps explain topics and find the necessary information within courses. - Adheres to access restrictions: it does not “see” materials that are not available to a specific user. How to enable the AI Assistant? 1. Go to the menu section Settings - Company. 2. Switch on the toggle in the AI Assistant block. 3. The system will automatically create an AI knowledge base and add all activated courses. 4. Non-activated courses are not added to the AI knowledge base. The administrator does not need to configure anything manually; simply enabling the “AI Assistant” function is sufficient. The system does everything automatically thereafter. The initial full processing of all data and addition to the AI knowledge base may take some time, depending on the number of training courses, sometimes up to several hours. How to disable the AI Assistant? - Simply switch off the toggle in the menu section Settings - Company. - After this, the AI Assistant will be unavailable to users. - After disabling the AI Assistant, the company's AI knowledge base will be automatically deleted 3 days after disabling. If it is re-enabled more than 3 days after disabling, a new AI knowledge base will be created, and tokens will be deducted for adding all training courses. If it is re-enabled less than 3 days after disabling, the current AI knowledge base will be restored, and tokens will be deducted only for processing video and audio files and new content. How to open the chat to ask the AI Assistant a question? For administrators: 1. Click on the chat icon (in the middle of the right side of the screen). 2. A channel selection menu will open; click “AI Assistant”. For learners: 1. Click on the chat icon (in the middle of the right side of the screen); the “AI Assistant” chat will open immediately. Which languages are supported? The AI Assistant is multilingual and responds in the language in which the question was asked. If the query language differs from the language of the training materials, the assistant will automatically translate the answer. For example, if a user asks in German, but the course content is in Ukrainian, the AI Assistant will find the information, translate it into German, and provide the answer to the user. Can users take tests with the help of the AI Assistant? 1. On the test-taking page, the ability to open the AI Assistant is blocked. 2. To prevent situations where users open the AI Assistant in other tabs or on other devices, we have created a control system that, before referring to the AI Assistant, analyses whether the question is from a test or not. If it is a test question, the AI Assistant will report that it cannot answer test questions. Tip. If you want to ensure high-quality knowledge assessment and prevent learners from “bypassing” the system, set a timer to limit the test duration and use the test uniqueness function. How the knowledge base works (important for administrators)? After enabling the AI Assistant, the system creates the company's knowledge base. All activated courses are automatically added to it. When a new course is activated, it is automatically added to the knowledge base. If content changes in an activated course, the system automatically updates the information in the knowledge base. If a course is deactivated or deleted, the system automatically removes it from the AI knowledge base after 3 days. When a user contacts the AI Assistant, the system first checks which training materials the learner has access to, then looks for the answer to the question specifically among these training materials. The AI Assistant does not provide information from courses not assigned to the user. The administrator does not have to do anything manually — the system itself monitors changes in content and permissions, and automatically maintains the knowledge base in an up-to-date state. When are AI tokens deducted? 1. Enabling the AI Assistant. A knowledge base is created, and all activated courses are added. 2. Activation of new courses. Every new activated course is automatically added to the knowledge base. Tokens are deducted for the added course. 3. Updating course content. If text lessons have not changed, the system does not re-index them, and tokens are not deducted. If lessons contain images, audio, or video, tokens are deducted for each processing of these files, even if they have not changed. This is because images, audio, and video are analysed by AI models, and each processing requires resources. 4. User queries. When the AI Assistant is enabled, every user query deducts AI tokens. All token deduction statistics are recorded in detail and displayed in the AI Tokens section. If tokens run out before the end of the paid period, a red message will appear at the bottom of the screen when attempting to open the AI Assistant chat: “Not enough tokens to use the personal assistant, please contact the administrator.”. Additional tokens can be purchased in the AI Tokens section. Working with a negative token balance 1. Can the balance become negative? Yes. If you run out of tokens while an operation is being performed (for example, video processing), the system will not interrupt the process. It will complete the action and deduct the full cost, resulting in a negative balance ("minus"). This debt will be automatically deducted upon the next balance top-up. 2. Adding courses to the AI knowledge base with a negative balance. If the "AI Assistant" function is enabled, we do not block knowledge base updates even with a negative balance. This is done so that the assistant always has up-to-date information. Therefore, when activating new courses or changing content, tokens will continue to be deducted, which may increase the negative balance. 3. How to avoid a negative balance? You can temporarily disable the "AI Assistant" function in the settings and enable it after free tokens are credited. Or purchase additional tokens. ⚠️ Important: If you disable the assistant, the current AI knowledge base will be deleted after 3 days. Re-enabling the assistant will result in the creation of a new base and full re-indexing of all courses. This will cost significantly more tokens than maintaining the existing base in an up-to-date state.
LMSDepartment manager: access to team reports and statistics
The "Department manager" role is useful when an employee needs to monitor their team's learning, testing and statistics, but should not receive administrator rights. This is view-only access. A manager can analyse data for employees in their departments, but cannot manage courses, tests, files, company settings or other users' access rights. When should this role be used? Assign the "Department manager" role when an employee is responsible for a group of people and needs to see their performance data in Smart Way. Typical examples: - a retail network manager monitors training for store employees; - a regional manager reviews statistics for several departments; - a sales department manager checks their team's test results; - a mentor or training owner monitors progress for specific departments. Do not use this role as a replacement for an administrator. If a user needs to create courses, edit employees, configure tests or change access rights, they need the LMS platform administrator role. What does a department manager see? A user with this role has the standard employee access to the Academy plus additional view-only access to reports for their departments. Their menu includes: - "Testing reports"; - "Hall of Achievements"; - "All courses"; - "User". In "All courses", the manager works like a regular employee on the LMS platform: they can view available courses and complete learning. They do not see actions for creating, editing or deleting courses. In "Testing reports", the manager sees reports for employees in their departments, can use filters, open PDF reports and download consolidated Excel reports. Deleting reports and administrative actions are not available to them. In the "Hall of Achievements", the manager sees: - their own learning metrics; - their own test results; - the "Performance ratings" table; - the "Employees who did not complete assigned tests" report; - the "Course test results" report. In the "Performance ratings" table, the manager sees general company employee metrics, as a regular employee does. In addition, they can open metric details only for employees in their departments. For those employees, the table shows "i" icons. The "Employees who did not complete assigned tests" and "Course test results" reports are generated only for employees in the manager's departments. How does Smart Way define "their departments"? Manager access is granted based on the values in the "Department" field in the employee card. If the manager and the employee share at least one department, the manager can view detailed reports and statistics for that employee. | Scenario | What the manager sees | | ------------------------------------------------------------------------------------------------ | ----------------------------------------------------------- | | The manager has the department "Retail network", and the employee also has "Retail network" | The manager sees details for this employee. | | The manager has the departments "Retail network" and "Training", and the employee has "Training" | Access is granted, because one shared department is enough. | | The manager has the department "Retail network", and the employee has only "Logistics" | Details for this employee are not available. | If the manager is responsible for several areas, add all required departments to their employee card. The same applies to employees: if a person belongs to several departments, add all current values. It is important to keep department names consistent. For example, "Retail network", "Retail" and "Роздрібна мережа" are different values for the system. What does the "Department manager" role not allow? The "Department manager" role does not give administrative rights. A manager cannot: - create, edit or delete courses; - manage lessons, tests or files; - add, edit or delete employees; - assign roles to other users; - change company settings; - view detailed data for employees without a shared department; - delete testing reports. What should be checked before enabling the role? Before assigning the role, check that the "Department" field contains all departments the employee is responsible for. If the "Department" field is empty, the "Department manager" option will be unavailable. After at least one department is added, the option can be enabled. A department manager needs to sign in to the personal account, so when this role is enabled, Smart Way also enables Academy access. If Academy access is later disabled, the department manager role is also removed. How to enable the role in the employee card 1. Sign in to Smart Way with an administrator account. 2. Go to "Employees". 3. Find the required employee in the list. 4. Open their card. 5. Check the "Department" field and add all departments this employee is responsible for. 6. Enable "Department manager". 7. Make sure "Grant access to the Academy" is also enabled. 8. Click "Save". After saving, the employee will be able to sign in and will see the menu available to a department manager. If the employee is an administrator, the "Department manager" block is not shown in their card. Administrators already have broader rights, so this role does not need to be enabled separately for them. How do you enable the role via XLSX import? For bulk employee creation, use the current XLSX template in "Employees". The template contains a manager column. It is optional. Fill it in as follows: | **Value in the ****manager** column | Result | | ------------------------------------- | ------------------------------------------------------------------------------------------ | | true | The employee will be created as a department manager. Academy access will also be enabled. | | 1 | Same as true. | | blank | The department manager role is not assigned. | | false | The department manager role is not assigned. | | 0 | The department manager role is not assigned. | The manager column does not replace the "Department" field. For the manager to see the right employees, departments must be filled in correctly in the file. If one employee belongs to several departments, enter them in one cell separated by commas. For example: Retail network, Training. How to disable the role To disable the role for a specific employee: 1. Go to "Employees". 2. Open the employee card. 3. Disable "Department manager". 4. Click "Save". If the employee should continue learning in the Academy, leave "Grant access to the Academy" enabled. In that case, they remain a regular Academy user but lose extended access to department reports. If the employee no longer needs a personal account, you can disable "Grant access to the Academy". In this case, department manager access will also be removed. What typical issues can occur? | Situation | What to do | | ------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | The manager does not see team reports | Check that the "Department manager" role is enabled and that departments are filled in correctly in the manager and employee cards. | | The "Department manager" option is unavailable | Fill in the "Department" field in the employee card. | | Some employees are missing from reports | Check whether those employees share at least one department with the manager. | | The manager sees the wrong department | Check the department list in their card. | | There is no "i" icon next to an employee in "Performance ratings" | The most common reason is that there is no shared department. | | The "Department manager" option is not visible in an administrator's card | This option is not shown for employees who are administrators, because they already have broader access. | What should administrators keep in mind? - Use consistent department names and avoid duplicate variants. - Fill in the department field in every employee card. - For managers responsible for several areas, add all required departments at once. - After changes to the company structure, check whether the departments in manager cards need to be updated. - Periodically review who has this role so access remains up to date. FAQ Can a manager see employees from several departments? Yes. If several departments are specified for the manager, they get access to statistics for employees who have at least one of those departments. Can an employee have several departments? Yes. Several departments can be specified in an employee card. For manager access, one match with the manager's departments is enough. Does the manager receive administrator rights? No. The role only gives access to view reports and statistics within their departments. Administrative actions remain unavailable. Can a manager edit courses or tests? No. They work as a regular Academy employee and do not have content management rights. Why is Academy access enabled when the role is enabled? The manager needs to sign in to the personal account to view reports and statistics. This role therefore requires active Academy access. What happens if Academy access is disabled? The employee loses access to the personal account, and the department manager role is also removed. Should this role be assigned to administrators? No. Administrators already have broader rights, and the "Department manager" block is not shown for them.
APIHow to obtain an access token
An access token is required to authorise subsequent API requests in LMS Smart Way. After obtaining the token, you pass it in the Authorization header with the Bearer type and use it to call the available endpoints in accordance with the scopes embedded in the token. This article shows how to obtain a token, what exactly the API returns in the response, and what to pay attention to before integration. If you are just starting the integration setup, first ensure that you have a valid company_api_key. Prerequisites - You must have a valid company_api_key for your company. - The token request must be sent to the /api/v1/auth/token endpoint. - The API key is passed in the X-API-Key header. - The obtained access token is used only for subsequent API calls and does not replace the API key. Request curl -X POST 'https://smartway.pro/api/v1/auth/token' \ -H 'X-API-Key: <company_api_key>' Successful response { "access_token": "<short_lived_jwt>", "token_type": "Bearer", "expires_in": 900, "scope": "academy.read academy.write employees.read employees.write tests.read tests.write files.read" } Response rules - access_token — short-lived JWT for subsequent public API calls - token_type — always Bearer - expires_in — TTL in seconds - scope — list of scopes separated by spaces embedded in the token What is inside the access token - The JWT contains the companyId claim for tenant isolation. - The JWT also contains the hrEmail claim — the email of the HRADMIN who created or rotated the company’s current active API key. - If another HRADMIN generates or rotates the API key, newly issued tokens will contain a different hrEmail, which will be used for subsequent employee write operations. How to use the access token in subsequent requests After successfully obtaining the token, pass it in the Authorization header in the format Bearer <access_token>. This token is used to authorise subsequent requests to the public API. Before making a request, check that the token has not expired. If it has expired, obtain a new access token by calling the authorisation endpoint again.
LMSCreating a training course
To create a new training course: 1. Click the button with the graduation cap icon in the lower right corner of the screen. 2. A pop-up window will open. Make sure to enter the course name (this can be changed later) and optionally provide a course description (this can also be changed or added later). 3. Click on the "Create" button. This will create an empty training course that you will need to fill with content later. Note. A course is created simultaneously in all language versions of the Academy. If you plan to translate the course into other languages, you will need to update the title and description in the selected language (details will be provided in the lesson ‘Multilingual courses’).
APIHow to get a testing report PDF via API
Short answer The GET /api/v1/tests/reports/pdf endpoint returns a testing report PDF by uniqueId. The uniqueId query parameter is required, and lang can be sent to select the PDF report language. Before returning the PDF, the server checks that the report belongs to the current company. Which endpoint is used? Use GET /api/v1/tests/reports/pdf. The endpoint returns a binary PDF file by the unique testing report identifier. | Parameter | Value | | ------------- | --------------------------- | | Method | GET | | Endpoint | /api/v1/tests/reports/pdf | | Base URL | https://smartway.pro | | Auth | Bearer token | What is this API endpoint used for? This endpoint is used to download or open a testing report PDF. It is used after retrieving uniqueId from the testing report list. What prerequisites are required before sending the request? - A Bearer token with company context is required. - The token must include the tests.read scope. - A uniqueId of a testing report belonging to the current company is required. | Prerequisite | Description | Required | | ---------------- | --------------------------------- | ------------ | | access_token | Bearer token with company context | Yes | | tests.read | Scope for reading testing reports | Yes | | uniqueId | Unique testing report identifier | Yes | Which parameters must be sent in the request? Headers | Header | Type | Required | Description | | --------------- | -------- | ------------ | -------------------------------------------------- | | Authorization | string | Yes | Bearer token in the Bearer <access_token> format | | Accept | string | Yes | application/pdf | Path parameters Path parameters are absent. Query parameters | Parameter | Type | Required | Description | | ------------- | -------- | ------------ | ------------------------------------------------------------------------ | | uniqueId | string | Yes | Unique testing report identifier | | lang | string | No | PDF report language; default en, available languages: uk, ru, en | Request body Request body is not used. curl example curl -X GET 'https://smartway.pro/api/v1/tests/reports/pdf?uniqueId=abc12345&lang=en' \ -H 'Authorization: Bearer <access_token>' \ -H 'Accept: application/pdf' \ --output test-report-abc12345.pdf What response does the API return? A successful request returns 200 OK and a binary PDF file. The successful response has Content-Type: application/pdf and Content-Disposition: inline; filename=test-report-<uniqueId>.pdf. JSON response body is not used because the response is a binary PDF file. What do the API response fields mean? Insufficient data to describe response fields. What happens under the hood? - Before returning the PDF, the server checks that the report belongs to the current company. - Access requires the tests.read scope. Which edge cases should be considered? | Scenario | API behaviour | Integrator action | | --------------------------------------------- | --------------------------- | -------------------------------------------------------------------------- | | uniqueId not found | API returns 404 Not Found | Check uniqueId from the testing report list | | Report does not belong to the current company | API returns 404 Not Found | Use only uniqueId values available in the current company tenant context | | lang not sent | API uses en | Send lang when another PDF language is required | Which errors can the API return? | HTTP status | Description | | --------------------------- | ---------------------------------------------------------- | | 401 Unauthorized | Missing or invalid Bearer token | | 403 Forbidden | Insufficient permissions | | 404 Not Found | Report not found or does not belong to the current company | | 500 Internal Server Error | Unexpected error | | 503 Service Unavailable | Service failure | How to use the result in subsequent API requests? The uniqueId value comes from the POST /api/v1/tests/reports/search response. Save the PDF request result to a file or open it as a PDF document. Example of retrieving uniqueId from the report list: curl -X POST 'https://smartway.pro/api/v1/tests/reports/search?lang=en' \ -H 'Authorization: Bearer <access_token>' \ -H 'Accept: application/json' \ -H 'Content-Type: application/json' \ -d '{ "page": 0, "size": 20, "view": "all" }' Which mistakes should integrators avoid? - Sending a uniqueId that does not belong to the current company. - Omitting Accept: application/pdf. - Expecting a JSON response instead of a binary PDF file. - Calling the endpoint without the tests.read scope. FAQ Which parameter is required? The uniqueId query parameter is required. Which PDF language can be requested? lang supports uk, ru and en; if it is not sent, en is used. What does the API return? The API returns a binary PDF file with Content-Type: application/pdf. What happens if the report does not belong to the company? The API returns 404 Not Found. Which scope is required? The tests.read scope is required.
SettingsHow to subscribe: payments, currencies and invoices
To subscribe, go to Services → Services and prices, choose a plan and billing period, then create and pay your invoice. The country you chose when registering your company with Smart Way determines the currencies, payment methods and invoice types available. For a UK company, prices are shown in pounds sterling, card payments are taken in euros, and bank transfers are made in pounds sterling. What should I check before subscribing? 1. Go to Settings → Company. 2. Check your company name and registered address. Both are required for companies outside Ukraine. You cannot create an invoice without them. 3. Check your company's tax number. The field is called VAT Number for UK companies, VAT ID for European countries, БИН / ИИН for Kazakhstan, ІПН / ЄДРПОУ for Ukraine and Tax ID for other countries. 4. If needed, add your company registration number, a billing contact's name and email address, and a purchase order number. These additional fields are optional. 5. Save your changes. For UK companies, a VAT Number is optional when creating an invoice in Smart Way. This applies to both card payments and bank transfers. If your company has a VAT number and needs it on the document, add it before creating the invoice. The same applies to VAT ID and Tax ID for other international payments. Companies in Kazakhstan must provide БИН / ИИН. Ukrainian companies can create an invoice without completing all their billing details. However, they should check the payer's details before paying. International invoices retain the company details entered when they were created. Changes you make later in Settings will appear only on new invoices. How do I create an invoice? 1. Go to Services → Services and prices and choose Monthly or Yearly. 2. For ACADEMY, enter the number of users. The minimum is 200, and you can increase it in steps of 200. For example, entering 250 selects a plan for 400 users. 3. Click Add to invoice next to the plan you want. You can add ACADEMY and TESTING to the same invoice if they have the same currency and billing period. 4. In Your invoice, below the add-ons, check the selected plans, number of users, billing period and total. 5. If your company is registered outside Ukraine, choose a payment method. Check the amount and the currency in which you will pay. 6. For international payments, read the business purchase declaration and tick the box if you agree. It confirms that you are authorised to act for the company, that the billing details are correct, and that the company is responsible for its taxes. 7. Click Create invoice. On the Invoices page, pay by card or download the invoice to pay by bank transfer. Ukrainian companies choose their payment method after creating the invoice. If Create invoice is unavailable, read the message beside the button. You may need to complete some required company details. Which currency can I pay in? | Company's country | Prices in your account | Card payment | Bank transfer | | ------------------------------------- | -------------------------- | ---------------- | --------------------------------- | | Ukraine | UAH | UAH | UAH | | United Kingdom | GBP | EUR | GBP | | European countries with prices in EUR | EUR | EUR | EUR | | Kazakhstan | KZT | USD | KZT, international SWIFT transfer | | United States and other countries | USD | USD | USD | UAH is Ukrainian hryvnia, GBP is pounds sterling, EUR is euros, KZT is Kazakhstani tenge, and USD is US dollars. For UK companies, card payments are taken in EUR even though prices in the account are shown in GBP. Smart Way displays the exact payment amount before you create the invoice. If you need an invoice in GBP, choose bank transfer. The same distinction applies to Kazakhstan: prices are shown in KZT, card payments are taken in USD, and bank transfer invoices are issued in KZT. If the company country or currency is incorrect, contact support through the chat before creating an invoice. How do I pay and stop automatic payments? Paying by card Paying by card sets up recurring payments for ACADEMY, TESTING and extra file storage. After the first payment, the payment service will automatically charge your card for subsequent periods. AI token purchases are one-off payments. To stop future payments, go to Services → Invoices, find the invoice you paid by card and click Cancel subscription. The service will remain available until the end of the period you have already paid for. Paying by bank transfer 1. Download the invoice for payment by bank transfer. 2. Use the bank details and currency shown on that document. 3. Copy the payment reference exactly as it appears on the invoice. Bank transfers do not set up automatic payments. You will need to create and pay a new invoice for the next period. For card payments, Smart Way activates the service automatically once it has received the funds and payment confirmation. Submitting the payment does not itself activate the service. For bank transfers, a member of the Smart Way team confirms the payment and activates the service. Allow time for the funds to arrive and for the payment to be confirmed. Which documents can I download? You can find your documents under Services → Invoices. The type of document depends on your company's country and payment method. - Ukraine: a Ukrainian invoice with a number beginning UA. The payer's details can be edited before payment. - All countries except Ukraine and Kazakhstan, including the UK: before payment, a PROFORMA INVOICE with a number beginning PI-…. This is the preliminary invoice you use to pay. After payment, a final INVOICE with a number beginning SW-…, marked PAID. - Kazakhstan: one bilingual Invoice/Инвойс with a number beginning SW-…. It is marked as paid after payment. There is no separate pro forma invoice. International card payment documents include a link and QR code that take you to the payment page. Bank transfer documents include bank details. Use the payment method you selected when creating the invoice. A paid international invoice shows the payment date, the amount actually paid and the currency. Smart Way does not add local taxes from the buyer's country to the invoice total. Pass the document to your accountant so they can check whether your company needs to account for any local tax separately. How do I renew without a break in access? Your subscription renews once payment is confirmed. Creating an invoice alone does not renew it. If you pay for renewal in advance by bank transfer, the new period starts when the current one ends. You keep the days you have already paid for. Smart Way emails your company administrators a reminder a week before the subscription ends. If the next period is not paid for on time: - the paid features of the relevant plan become unavailable; - when ACADEMY ends, the employee limit returns to 100, unless you had separately increased it above the paid plan's limit; - when TESTING ends, unlimited testing stops; you can still send tests using any remaining invitations; - your account, invoices and saved data are not deleted. A failed automatic card payment does not renew the subscription either. If you pay after the subscription has ended, the new period starts once payment is confirmed. It is not backdated to the end of the previous subscription. How do I buy extra file storage? ACADEMY includes 50 GB of file storage. You can buy extra storage in blocks of 50 GB for use alongside a paid ACADEMY subscription. 1. Go to Services → Services and prices → Add-ons. 2. In the file storage section, choose a quantity under Additional packages: x1 adds 50 GB, x2 adds 100 GB, and x3 adds 150 GB. 3. Choose whether you need the storage in the current or next period. Both options are explained below. 4. Check the storage amount, dates and price, then click Add to invoice, create the invoice and pay it. For example, x3 adds 150 GB to the included 50 GB, giving you 200 GB in total for the paid period. Paying for extra storage by card also sets up recurring payments. If you only need the storage until the end of the current period, click Cancel subscription on the relevant invoice after paying to stop future payments. I need more storage now Choose Increase storage space. You need an active, paid ACADEMY subscription to use this option. - The extra storage will be available from payment confirmation until the end of the current ACADEMY period. - You pay only for the time left in that period. For example, if roughly a quarter of the period remains, the charge will be roughly a quarter of the full price for the storage you have selected. - Create this invoice separately from your ACADEMY renewal. Your ACADEMY end date stays the same. The exact price is shown before you create the invoice. Once the invoice has been created, its price does not change. I need storage for the next period Choose Renew subscription. Add the storage to the same invoice as ACADEMY, or create a separate invoice if you have already paid for the next ACADEMY period. This option is charged for the full next month or year. The storage becomes available when that ACADEMY period starts. It does not increase your storage in the current period. What happens to my files when the paid period ends? If you do not renew the extra storage but ACADEMY remains active, your storage allowance returns to the included 50 GB. If ACADEMY also ends, those 50 GB will no longer be available either. Files are not deleted automatically. If you have no free space under your current subscription, you will not be able to upload new files. To upload more, free up space or pay for enough storage. How do I buy more AI tokens? AI tokens measure how much you use the platform's artificial intelligence features. ACADEMY includes 1,000 tokens per month with a monthly subscription or 12,000 per year with an annual subscription. Extra tokens are sold in packs of 10,000. 1. Go to Services → Services and prices → Add-ons. 2. In the AI tokens section, choose the number of packs: x1 gives you 10,000 tokens, and x2 gives you 20,000. 3. Click Add to invoice and create a separate invoice. AI tokens cannot be added to the same invoice as ACADEMY, TESTING or file storage. 4. Pay the invoice. The tokens will be added to your balance once payment is confirmed. This purchase will not trigger any further automatic payments. You can check your balance and usage history under Services → AI Tokens. To buy tokens, go to Services and prices. How tokens are used and added to your balance: - The free tokens included with ACADEMY are used first, followed by tokens you have bought separately. - Unused free tokens do not carry over to the next period. If you have 200 left before the new month starts, your next free allowance will bring the balance to 1,000, rather than 1,200. - Any overuse reduces your next allowance. If your free token balance is −400, adding an allowance of 1,000 will leave you with 600. - Tokens bought separately are kept when you renew ACADEMY and have no separate expiry date. - If you pay for your ACADEMY renewal early, the new free allowance is added when the new period starts, rather than on the day you pay. For more detail, see AI tokens in Smart Way: how balance, allowance and usage work. What should I check after paying? 1. Go to Services → Invoices and check that the invoice is marked as paid. 2. Check your plan, number of users and the start and end dates of the paid period. If you bought extra storage or tokens, check the storage allowance or token balance too. 3. Download the payment document for your accounts team. If the money has left your account but the payment is not yet showing, contact support with the invoice number and payment date. Do not pay the same invoice again until the issue has been resolved. If you notice an error in the company details, amount, currency or payment method before paying, correct it and create a new invoice first. To cancel an incorrect invoice or check what to do next, contact support through the chat.