Permissions and security
- Free
- Solo
- Team
How an app gets access
You connect an app by signing in to Kiaro from it. Kiaro shows you the app’s name, your workspace, and what the app is asking for, and you choose whether to allow it. The app never sees your Kiaro password. It gets its own access, which you can take away at any time.
Apps Kiaro can verify show “Verified domain” with their web address. Others are marked Unverified app. Only connect an unverified app if you started the connection yourself.
Read only, or read and change
If the app asks to make changes, Allow changes is on. Turn it off and the app can only read: it does not see the tools that create or change things. You can check which kind each app has in Settings > Connected apps, where it says “Read and change” or “Read only”.
To switch a read-only app to read and change, disconnect it and connect it again with Allow changes on.
Your role still applies
An app acts as you. It can do what your role in the workspace can do, and nothing more. For example, only the owner can approve timesheets, so a member’s AI app cannot do it either. Tools that belong to one plan, such as submitting and reviewing timesheets on the Team plan, do not appear on other plans.
Changes that wait for your approval
Sending something to a client, issuing or voiding an invoice, recording a payment, ending a retainer, and deleting or removing records wait for you. Creating and editing drafts, such as a draft invoice or proposal, does not. The app gets a link, you see the real details in Kiaro (who it goes to, the amounts, the content), and you approve or reject it. Only the person who asked can approve. See Approvals.
Who receives what
Invoices, reminders, proposals and contracts sent for signature only go to your client’s contacts in Kiaro. By default they follow each contact’s Invoices or Proposals setting on the client’s Contacts tab, the same as when you send them yourself. Your AI app can choose other contacts of the same client for one send, but it can’t send to an address that is not one of that client’s contacts. The approval page shows who it goes to before you approve, and marks a recipient whose contact your AI app added or changed, so you can check that address first. There is no tool for sending a free-form email.
Text from outside your workspace
Some records hold text written by other people, such as task comments, meeting notes, or the name a client gives when responding to a proposal. Kiaro hands that text to your app marked as coming from outside your workspace, so the app treats it as information and not as instructions.
Disconnecting an app
- Your own apps: open Settings > Connected apps and click Disconnect. Within a few seconds the app can no longer read or change anything, and any of its requests waiting for your approval are cancelled.
- Owners and admins can turn AI apps off for the whole workspace with Allow AI apps (MCP).
- On the Team plan, owners and admins can also disconnect any member’s app, under Members’ connections.
See Connected apps.
What a connected app can never do
- Manage your plan, billing or subscription
- Delete your workspace
- Invite or remove members, or change anyone’s role
- Set up or change Stripe or Xero
- Change your password, email or other account security settings
- Refund a payment or take any card payment
- Manage connected apps, including its own access
Your data and your AI app
When you ask your AI app about your workspace, the records it reads are sent to that app, under your own account with its provider. What happens to them there follows that provider’s terms and your settings with them. Kiaro does not use its own AI for anything a connected app asks for.
What Kiaro records about each request, and how long it keeps it, is on Limits and privacy.