How GPT for Sheets works in shared spreadsheets
The Google Sheets permission system affects how you can use bulk AI tools and GPT functions in a shared spreadsheet. Your user role determines which actions you can perform and whose balance is consumed.
Google Sheets roles and permissions
| Role | Definition |
|---|---|
| Creator | User who created the spreadsheet. You can find out who the Creator of a spreadsheet is by checking the file activity. In My Drive, the Creator is the Owner unless the Creator has transferred ownership to another user. |
| Owner | User who owns the spreadsheet (My Drive only). By default, the Creator is the Owner. To check who the Owner is, click the Share button in the top-right corner of the spreadsheet. In Shared Drive, there is no Owner role. |
| Editor | User who has been granted access to edit the spreadsheet. In Shared Drive, Editors are members with Contributor access or higher. |
| User | Any person with access to the spreadsheet (Creator, Owner, or Editor). |
Bulk AI tools
Anyone with edit access to the spreadsheet can use bulk AI tools and change their model settings.
Bulk AI tool permissions work the same in My Drive and Shared Drive.
Bulk AI tools always consume the balance of the user running the tool. If the user is a member of another user's space, bulk AI tools consume that space's balance.
| Location | Who can use bulk AI tools? | Who can change model settings? | Whose balance is consumed? |
|---|---|---|---|
| My Drive | Creator, Owner, Editor | Creator, Owner, Editor | User running the tool |
| Shared Drive |
GPT functions
Who can do what with GPT functions in a shared spreadsheet depends on user Google Sheets roles and the spreadsheet location (My Drive or Shared Drive).
GPT functions always consume the balance of the spreadsheet Owner (My Drive) or Creator (Shared Drive), regardless of who uses them. If the Owner/Creator is a member of another user's space, GPT functions consume that space's balance. Learn more.
| Location | Who can enable GPT functions? | Who can use GPT functions? | Who can change model settings? | Whose balance is consumed? |
|---|---|---|---|---|
| My Drive | Creator | Creator, Owner, Editor | Owner | Owner |
| Shared Drive | Creator | Creator, Editor | Creator | Creator |
Editors can override the model and creativity level for individual formulas using GPT function parameters, but only the Creator or Owner can change the model settings for the spreadsheet.