Instance Management
Tailor how the AI works with each ERP.net instance you connect.
Instance Management is where an instance's Power Users and Admins shape the AI's behaviour for everyone connected to that ERP.net instance — the terminology it uses, the extra tools it can call, and what data individual users are allowed to touch through Operator.
These pages are per instance: settings you make on one ERP.net instance do not carry over to another. Ordinary users don't need to visit them — they benefit automatically once an admin configures things.
What you can configure
- Entity Instructions — teach the AI how your company uses specific ERP.net entities and attributes (non-standard usage, naming conventions, common mistakes to avoid). Available to Power Users and Instance Admins.
- Organizational Capabilities — connect external MCP servers so the AI can call your own tools and services on top of the built-in capabilities. Available to Power Users and Instance Admins.
- Permission Policies — restrict which parts of the ERP.net data model assigned users can read or modify through Operator, and control whether they can hold off-topic conversations. Managed by Instance Admins from Manage Instance Users → Policies.
- Web Client Integration — show Operator as a side panel on record forms in the ERP.net Web Client, with the open record already in context. Managed by Instance Admins.
- Credit Management and Spend Statistics — buy Operator Credits, see purchase history and download invoices, top up users and set their limits, and see who used how many credits. Available to Billing Managers and Instance Admins.
Instance roles
| Role | What it adds |
|---|---|
| External | Limited access for people outside the company. |
| Normal User | Everyday use of Operator on this instance. |
| Power User | Entity Instructions, Organizational Capabilities, App Builder and agent building. |
| Billing Manager | Everything a Power User has, plus Credit Management and Spend Statistics. Cannot manage users, roles or policies. |
| Admin | Everything, including users, roles, Permission Policies and Web Client Integration. |
Example: your accountant buys credits and downloads the invoices, but should not change who has access. Give them the Billing Manager role in Manage Instance Users.
Accessing Instance Management
All Instance Management pages live behind the instance selector in the top bar:
- Open the instance selector (the ERP.net instance name near the right of the top bar).
- In the dropdown for the currently connected instance, use the management actions to jump to Entity Instructions, Organizational Capabilities, or Manage Instance Users (which contains Policies).
The management entries appear only when:
- You are connected to an ERP.net instance, and
- Your instance role on that instance is Power User or higher (Instance Admin is required for Permission Policies and user management).
If you don't see them, either switch to the right instance or ask an Instance Admin to raise your instance role. See Instance Connections and the Instance Selector for how instances are picked and remembered.