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
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Anyone with edit access to the spreadsheet can use bulk AI tools and change their model settings.
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Bulk AI tool permissions work the same in My Drive and Shared Drive.
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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
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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).
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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.