Home LMS AI tokens in Smart Way: how balance, allowance and usage work

AI tokens in Smart Way: how balance, allowance and usage work

Last updated on Jun 13, 2026

AI tokens are used by AI features in Smart Way. They help a company control the cost of generating content, translating materials, using AI Assistant and running other actions that rely on artificial intelligence.

This guide explains which types of tokens exist, when they are added, how they are used, what happens when a subscription renews and how to check the remaining balance.

What AI tokens are?

AI tokens are usage units for AI features in Smart Way.

Tokens are used when the system actually performs an AI action: creating lesson content, translating a course, creating a test, working with AI Assistant or adding materials to the AI knowledge base.

Types of tokens?

LMS Smart Way has two main types of AI tokens:

  • free tokens included in the ACADEMY package;

  • purchased tokens that the company buys separately.

In the administrator account, the administrator can see the total token balance in the "AI Tokens" section.

Free tokens in ACADEMY

The ACADEMY package includes free AI tokens:

  • 1000 AI tokens per month for a monthly subscription;

  • 12000 AI tokens per year for an annual subscription.

These tokens are included in the subscription and are intended for using the platform's AI features during the paid period.

When free tokens are added?

Free tokens are added when the paid period of the ACADEMY package begins.

If this is the first paid commercial subscription, tokens are added when the subscription is activated after payment.

If the subscription is renewed, new free tokens are added when the previous period ends and the next period has already been paid for.

For example:

  • The current subscription ends on 7 June.

  • The company paid the next invoice on 4 June.

  • The new free tokens will be added from 7 June, meaning from the start of the new period, not on the day of the early payment.

This rule makes sure the company receives tokens for the new subscription period, not before it begins.

What happens to unused free tokens?

Free tokens do not roll over from one period to the next.

If the company still has unused free tokens when the subscription renews, they are reset and the system credits the new allowance:

  • 1000 tokens for a monthly subscription;

  • 12000 tokens for an annual subscription.

Example for a monthly subscription:

  • before renewal, 300 free tokens remain;

  • the new ACADEMY month begins;

  • the old 300 tokens are not carried over;

  • the system sets the new free balance to 1000 tokens.

This means the balance will not become 1300. It will become 1000 free tokens for the new period.

What happens if tokens are overused?

Sometimes a company may use more free tokens than were available. In this case, the free-token balance becomes negative.

Smart Way deliberately allows a negative balance so that, while working with AI features, you can complete the action you started and the system does not block you midway only because the tokens have run out.

When the next allowance is added, this overuse is deducted from the new free-token allowance.

Example for a monthly subscription:

  • before renewal, the free-token balance is -300;

  • the new monthly allowance is 1000 tokens;

  • the system deducts the overuse: 1000 - 300;

  • the new balance is 700 free tokens.

The same rule applies to an annual subscription, except that the new allowance is 12000 tokens.

Purchased tokens

A company can buy extra AI tokens separately from the ACADEMY subscription.

Purchased tokens:

  • are paid for through a separate invoice;

  • are added to the balance after payment;

  • do not replace free tokens, but add to them;

  • are not reset during a planned ACADEMY renewal.

This is useful if the company actively uses AI Studio, AI Assistant or other AI features and needs more tokens than the subscription includes.

How tokens are used?

The system uses tokens in this order:

  1. Free tokens included in the ACADEMY subscription are used first.

  2. When the free tokens run out, purchased tokens start to be used.

  3. If there are no free or purchased tokens left, the balance may become negative. This overuse will be taken into account when the next token allowance is added.

The user does not manually choose which type of token to use. This happens automatically.

What happens to purchased tokens when the subscription renews?

Purchased tokens remain available when the ACADEMY subscription renews.

Example:

  • before renewal, there are 300 free tokens and 2000 purchased tokens;

  • a new monthly ACADEMY period begins;

  • the 300 free tokens are reset;

  • a new free-token allowance of 1000 tokens is added;

  • the 2000 purchased tokens remain;

  • the total balance becomes 3000 tokens.

Another example:

  • the free tokens have already run out;

  • there are 1500 purchased tokens;

  • a new monthly period begins;

  • the system credits 1000 free tokens;

  • the 1500 purchased tokens remain;

  • 2500 tokens are available in the new monthly period, and the new free tokens will be used first, followed by the purchased tokens.

When AI tokens are used?

AI tokens are used for actual use of AI features.

Tokens are usually used when you:

  • generate lessons in AI Studio;

  • generate or regenerate lesson drafts;

  • improve content with AI;

  • translate a course with AI;

  • generate AI images;

  • generate a test with AI;

  • use AI Assistant;

  • enable AI Assistant and the system automatically adds active courses to the AI knowledge base;

  • activate new courses that are added to the AI knowledge base for AI Assistant;

  • update learning materials in the AI knowledge base. This happens automatically each time learning courses are activated.

When tokens are not used?

AI tokens are not used when you:

  • open AI Studio;

  • open the "AI Tokens" section;

  • view the balance or statistics;

  • view drafts that have already been created;

  • apply an already generated result to a course;

  • create learning courses, lessons or tests without using AI;

  • edit a lesson manually without starting AI;

  • move between platform pages;

  • upload images, documents, SCORM, xAPI or CMI5 to lessons;

  • open or view a learning course without AI actions.

What has the biggest impact on token usage?

The number of tokens used depends on:

  • the amount of material that needs to be processed;

  • the number of lessons generated or improved by AI;

  • the number of languages used during translation;

  • the length of documents added to AI Studio;

  • the number of repeat generations;

  • whether AI image generation is enabled;

  • the number of active courses added to the AI knowledge base for AI Assistant;

  • the number of user requests to AI Assistant;

  • the processing of video, audio and images for adding to or updating the AI Assistant knowledge base.

The more material AI processes, the more tokens may be used.

Important: if you switch off AI Assistant, the current AI knowledge base will be deleted after 3 days. Switching the assistant back on will create a new knowledge base and fully re-index all courses. This will cost significantly more tokens than keeping the existing knowledge base up to date.

Where to check the balance and usage history?

Administrators can view token information in "Services" -> "AI Tokens".

This section shows:

  • "Token balance" - the current remaining token balance;

  • "Total tokens" - how many tokens were used during the selected period;

  • "Total cost" - the cost for the selected period;

  • a usage history table that records each operation.

In the history, you can see:

  • the date;

  • the user;

  • the request type;

  • the number of tokens used;

  • the cost;

  • the token balance after the operation.

To view statistics, choose the required date range.

What the history entry types mean?

Different types of entries may appear in the usage history.

The most common are:

  • "Free tokens credited" - the system added tokens included in the ACADEMY subscription;

  • "Token purchase" - the company bought extra AI tokens;

  • "Test generation" - tokens were used to create a test with AI;

  • "AI Assistant" - tokens were used for an AI Assistant response;

  • "Adding courses to the AI knowledge base" - tokens were used to prepare materials so that AI Assistant can answer based on the company's courses.

Entry names may differ depending on the specific AI feature, but their meaning is the same: they show exactly why the balance changed.

How to buy extra tokens?

You can buy extra AI tokens through the "Services and prices" section.

Important:

  • AI tokens are issued through a separate invoice;

  • they cannot be added to the same invoice as other services;

  • after payment, purchased tokens are added to the balance;

  • after that, the system can use them when the free tokens run out.

If the invoice is paid by bank transfer, the tokens are added after the payment is confirmed.

What to do if there are not enough tokens?

If there are not enough tokens, some AI actions may be unavailable or the system may show a message that there are not enough tokens.

In this case, you can:

  1. Check the balance in the "AI Tokens" section.

  2. Check the usage history for the last few days or weeks.

  3. Wait for the next ACADEMY period if the company has an active subscription renewal.

  4. Buy extra AI tokens through the "Services and prices" menu.

  5. Contact the company administrator or support team if the balance looks unexpected.

How to use tokens efficiently?

To use AI tokens efficiently:

  1. Clearly define the task before starting AI.

  2. Generate one lesson or a small section first if you are testing a new approach.

  3. Do not run regeneration unless it is needed.

  4. Add only genuinely necessary documents to AI Studio.

  5. Select only the required languages for translation.

  6. Do not use image generation unless it is needed.

  7. Check the usage history after large AI operations.

Frequently asked questions

Do free tokens accumulate?

No. Free tokens included in ACADEMY do not accumulate between periods. The system credits a new allowance for each new period.

Do purchased tokens expire when ACADEMY renews?

No. Purchased tokens are not reset when ACADEMY renews. They remain on the balance and are used after the free tokens.

If there are purchased tokens, which tokens are used first?

Free tokens included in the subscription are used first. When they run out, the system starts using purchased tokens.

Are tokens used for viewing a draft?

No. Tokens are used when an AI operation is started, not when an already created result is viewed.

Are tokens used for regeneration?

Yes. Each new generation or regeneration run is a new use of AI and may use tokens.

Are tokens used for AI images?

Yes. If AI image generation is enabled and the system creates images for lessons, this also uses AI tokens.

What happens if the renewal invoice is paid early?

If the next period is paid for before the current one ends, the new free tokens will be added from the start of the new subscription period, not on the day of the early payment.

Can purchased tokens be used before the subscription ends?

Yes. If purchased tokens have already been added to the balance, they are available for use. However, the system still uses free tokens first and purchased tokens afterwards.

Who should monitor the token balance?

This is usually done by the administrator who has access to the "AI Tokens" section and can view usage statistics.

Checklist before a large AI run

Before a large generation, translation or AI Assistant enablement, check:

  • the current token balance;

  • whether purchased tokens are available if a large amount of work is expected;

  • whether all materials being added to AI Studio are genuinely needed;

  • whether all selected translation languages are needed;

  • whether AI images need to be enabled;

  • whether all active courses should be added to the AI knowledge base.

After a large run, open "AI Tokens" and check the usage history for the required period.