Control who gets in, what they see and what the AI can do

Name: Control who gets in, what they see and what the AI can do
Uploaded: 2026-11-01
Duration: 2 min 3 s
Description: In BrainBox everyone sees only what they should. You sign in with your corporate Google or Microsoft account, the workspace defines roles, each Box decides who sees it, the Private folder is yours alone, the admin sets rules for the AI and every action is logged.

BrainBox's layers of access control: sign-in, workspace, Box, private folder, rules for the AI, approvals and the activity log.

Lesson 2 of 3 · 2:03

What it covers

In BrainBox everyone sees only what they should. You sign in with your corporate Google or Microsoft account, the workspace defines roles, each Box decides who sees it, the Private folder is yours alone, the admin sets rules for the AI and every action is logged.

Frequently asked questions

›How do you sign in to BrainBox?

With your Google or Microsoft account. BrainBox doesn't create another password for you, and your account's security rules apply, like two-step verification.

›Can I see what each person did?

Yes. In Usage, the activity log shows every action, who did it and when, and you can download it as CSV.

›Can the AI change information without permission?

Tools from connected apps that change data ask for approval before each action, and the admin can turn off capabilities per Box.

Transcript

0:00Who sees what?

Julián's second question: if we upload the financial statements, who else can see them? Only who you decide. And there are several layers to make sure of it.

0:12The layers

There are four layers. Sign-in: you sign in with your corporate Google or Microsoft account. BrainBox creates no new passwords, and your company's rules apply, like two-step verification. Spaces: the workspace has roles, each Box decides who sees it, and the Private folder is yours alone. The AI: the admin decides which models and capabilities are used, and anything that changes data in other apps asks for approval. And the log: every action is saved, with who, what and when.

0:48Access per Box

In each Box, Share opens access management. There you choose each person and their permission. And the Private folder: what you keep there, nobody else sees. For each member, the admin opens their AI access: sees their usage, sets a limit, and decides which models they can use. And per Box, you decide what the AI can do: search the web, run code, edit files or use connected apps. Whatever you turn off stays off for everyone in that Box. And in Usage, the activity log. Every action, with who did it, when and on what. You filter it by person or by action, and download it for your audit.

1:38Recap

To recap: you sign in with your corporate account, access is decided by workspace, by Box and by person, the AI follows your rules, and everything is logged. The financial statements are seen by whoever Julián decides. Everyone sees only what they should.