This guide explains how system administrators can manage model availability in Theta Assist. Learn how to control which models users can see and use, including restricting specific models to approved users with Access Profiles, specify a system default model, and migrate assistants in bulk.
\nFrom the models screen in Theta Assist, system administrators can manage which models are available in the system and who can use them.
\nYou can use model settings to:
\nThis is especially useful for higher-cost or specialist models.
\nIf a model has no Access Profile assigned, it is available to all eligible users.
\nUse an Access Profile when you want only a specific group of users to see and use a model.
\nOnly members of that Access Profile, plus system administrators, will be able to see and use the model.
\nTo create or manage profiles, see Access Profiles | Admin Guide.
\nWhen a model is restricted by an Access Profile:
\nIf a user is not allowed to use a restricted model, the model is usually hidden rather than shown with an error.
\nAccess Profile membership is cached for a short time.
\nAfter adding or removing someone from a profile:
\nThe system default model is the model used by new assistants, and those that have \"stay up to date with the system default model\" enabled.
\nTo set the system default:
\nIf you change the system default, all assistants which have \"stay up to date with the system default model\" enabled automatically get updated with that model.
\nA restricted model cannot be set as the system default model. If you want to use a model as the default for the organisation, make sure it is not restricted by an Access Profile.
\nIf you are planning to move assistants from one model to another, use Migrate Models to review affected assistants and complete the change.
\nUse Migrate Models to see which assistants are using each model and move them to a newer model.
\nThis is useful when you want to:
\nThe table shows:
\n| Column | \nDescription | \n
|---|---|
| Model Name | \nThe display name shown in Theta Assist | \n
| Deployment Name | \nThe underlying deployment name | \n
| Assistants | \nHow many assistants are using that model | \n
| Actions | \nThe Migrate action | \n
Use the Assistants column to see how many assistants are using each model.
\nSelect the assistant count to review the assistants affected before making a change.
\nCheck that:
\nIf the target model is restricted by an Access Profile, review that restriction before migrating.
\nIf the target model is restricted:
\nUse this when you want only approved users to access higher-cost models.
\nOnly those users, plus system administrators, will be able to use that model.
\nIf you want a model to be available to everyone, leave the Access Profile field blank.
\nThis is usually the best option for lower-cost or default models.
\nYou can use the same Access Profile across models, tools, connectors, and MCP servers.
\nThis is useful when one team should have access to a set of related capabilities.
\nCheck the following:
\nCheck whether:
\nCheck whether:
\nIf an Access Profile is removed or deleted, any model using that profile becomes unrestricted unless another profile is assigned.
\nIf this was not intended, assign the correct profile again.
\nCheck whether the target model is restricted by an Access Profile.
\nStart with models that have:
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