AI providers and fallback
Choose which AI providers Personal360 uses and in what order, so requests fall through to the next provider on errors or rate limits, and track estimated spend against budgets.
Overview
Every AI feature in Personal360 — the assistant, document scanning, summaries and lab extraction — goes through one ordered list of providers called the chain. Number 1 is the default. If it errors, runs out of credit or is rate-limited, the request falls through to the next one. This keeps AI features working even when one provider is having a bad day.
Before you start
- You must be a master admin.
- A provider can only be used once its API key has been added to the server configuration by whoever deploys Personal360. Providers without a key show as Unconfigured with No API key set.
Steps
- In the sidebar, under Workspace, click AI Dashboard. (The old /ai-providers address brings you here too.)
- Open the Providers tab.
- Check the summary cards: Total AI calls, Est. spent (all models) and Budget topped up.
- In the table, each row shows Priority, Provider, Role, Calls, Tokens (in/out), Spent (est.), Topped up ($), Remaining (est.) and Auto-reload.
- Change the order with the ▲ and ▼ arrows. The top row becomes Default; the rest are Fallback #1, Fallback #2 and so on.
- Remove a provider from the chain with the bin icon. It moves to Disabled.
- Add a disabled provider back with + add.
- Type the amount you've loaded with a provider into Topped up ($) to see Remaining (est.). Toggle Auto-reload to note providers that refill automatically.
- Click Save. You'll see Saved. when it's stored.
Badges
| Badge | Meaning |
|---|---|
| FREE | A free-tier provider (no per-token cost estimated) |
| VISION | Can read images and PDFs, so it's used for document scanning |
| TEXT | Text-only; not used for scanning |
How fallback really works
The chain order is the starting point. Personal360 also remembers which providers recently hit rate limits or failed, and tries those later until they recover. For scanning images and PDFs, free vision providers are always tried before paid ones, so a busy free provider doesn't quietly run up a bill.
Example
The team prefers free providers first. They put a free text provider at #1, two more free providers as fallbacks, and a paid provider last as a safety net. After a week, AI Insights shows almost every call served free, and the paid provider handled only a few calls during an outage.
FAQs
Does a budget stop a provider when it runs out?
No. Topped up ($) and Remaining (est.) are tracking aids based on estimated cost. Set spending limits in the provider's own console as well.
Why is the estimated cost different from my provider's bill?
Estimates use a fixed price table and token counts. Provider bills can include taxes, rounding or price changes. Treat estimates as a guide.
What happens if every provider fails?
The assistant falls back to listing matching records without a written answer, and other AI features show an error so you can retry.
Troubleshooting
A provider shows Unconfigured
Its API key isn't set on the server. Ask whoever deploys Personal360 to add it, then reload the page.
"Save failed"
Your session may have expired, or your account is no longer a master admin. Sign in again and retry.