Connecting Your Own AI Provider

Scoutworks' AI features — drafting a term programme, suggesting risks for an assessment — run on Scoutworks' own AI provider by default, with a generous number of included generations each month. If your group would rather decide which company processes its activity data, or wants to use AI without a monthly limit, a group admin can connect the group's own AI account instead. Every AI feature then runs on that account, on your terms.

This feature is currently in beta. Turn it on in Settings → Beta Programme.

Where to find it#

Open Settings from the sidebar, choose the Integrations tab, and expand the AI provider section. Only Group Admins can see or change it.

The section also shows how many AI generations your group has used this month, and — while you're on the Scoutworks default — how many included generations remain and when they reset.

Connecting an account#

You'll need an API key from the provider you want to use. Each one issues keys from its own website; the link under the key field takes you to the right page.

Press Verify & save. Scoutworks makes a small test request to the provider with your key and model before saving anything. If the provider rejects the key or doesn't recognise the model, you'll see why straight away under the key field, and nothing is stored. When the test passes, the section switches to show the connection.

How your key is kept#

Your key is encrypted before it is stored and is only ever unlocked on Scoutworks' servers at the moment an AI feature runs. It is never sent back to your browser and never shown to anyone — the settings page only displays its last four characters so you can tell which key is connected.

Changing or removing it#

From the connected state, Change provider or key lets you switch to a different provider, model or key; the new key is verified before it replaces the old one. Remove key takes the group back to the Scoutworks default provider and its monthly included generations. You can reconnect at any time.

If your key stops working#

Keys get revoked, and accounts run out of credit. If your provider rejects the key while a leader is using an AI feature, that leader sees a clear message saying so, every group admin gets a notification, and the section shows a Needs attention tag with the date it failed. Scoutworks does not quietly switch back to its own provider in the meantime — your group asked for its data to go to your provider, so AI features pause until you check the key and enter it again.

What's next#

• Planning a Term with AI — the first AI feature most groups will use.
• Joining the Beta Programme — how to switch beta features on for your group.
• Group Settings — the rest of your group's configuration.