> ## Documentation Index
> Fetch the complete documentation index at: https://docs.spinnable.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Setting Up Tools

> Give your workers access to the tools they need to get work done

Your workers need the right tools to do their jobs. Just like you wouldn't hire someone and then lock them out of your email system, your AI workers need access to the apps and services they'll use every day.

Here's what you need to know about how tool access works at Spinnable.

## Understanding Tool Permissions

For workers to use a tool they need two things:

1. To have the tool (think of it like installing a tool on the computer)
2. An account connected to the tool

To connect the account they can either use your account, or use their own account (if you have created one).

<Info>
  Want to understand how this two-level system works in detail? Check out our [Tool Permissions](/concepts/tool-permissions) guide.
</Info>

<Info>
  Want to see all available tools? Browse our complete [Tools & Integrations](/tools/overview) directory.
</Info>

## Setting Up Your Tools

<Steps>
  <Step title="Connect accounts at the user level">
    Navigate to **Tools** in the left sidebar. This is where you connect your account's tools and services to Spinnable.

    Click **Connect** next to any tool you want to make available. You'll authenticate with the service and grant Spinnable the necessary permissions.

    This step makes tools *available* to your workers — but doesn't give them access yet.
  </Step>

  <Step title="Enable tools for specific workers">
    Open the worker and click **Tools** in the right floating sidebar. You'll see all the tools you've connected at the account level.

    Toggle on the tools this specific worker should be able to use. Different workers can have access to different tools based on their role.
  </Step>

  <Step title="Test the connection">
    Ask your worker to perform a simple task using the tool. For example: "Can you check my calendar for tomorrow?" or "Send a test email to myself."

    This confirms the worker has the access they need and knows how to use the tool.
  </Step>
</Steps>

## Connection Status

After connecting a tool in **Tools**, each connection displays a color-coded status indicator. Understanding these statuses is important — **only active connections allow your workers to use the tool.**

| Status      | Indicator | Meaning                                                                                                                       |
| ----------- | --------- | ----------------------------------------------------------------------------------------------------------------------------- |
| **Active**  | 🟢 Green  | The connection is live and fully functional. Workers with this tool enabled can use it immediately.                           |
| **Pending** | 🟡 Yellow | The connection was started but is not yet complete. The tool **cannot** be used by workers in this state.                     |
| **Failed**  | 🔴 Red    | The connection encountered an error (e.g., expired token, revoked permissions). The tool is non-functional until reconnected. |

<Warning>
  **Pending (yellow) connections are non-functional.** If all your tool connections are stuck in "pending" status, your workers will not be able to use any tools — even if those tools are enabled in the worker's settings. This is one of the most common setup issues.
</Warning>

### Resolving a Pending Connection

If a connection shows as 🟡 **Pending**, follow these steps:

<Steps>
  <Step title="Open Tools">
    Go to **Tools** in the left sidebar and locate the tool with the pending status.
  </Step>

  <Step title="Disconnect the tool">
    Click **Disconnect** next to the pending connection to remove the incomplete setup.
  </Step>

  <Step title="Reconnect from scratch">
    Click **Connect** again and complete the full authentication flow. Make sure to:

    * Allow all requested permissions in the OAuth prompt
    * Complete the process within 5 minutes (authorization tokens can time out)
    * Avoid closing the browser tab or pop-up before the flow finishes
  </Step>

  <Step title="Verify the status turns green">
    After reconnecting, confirm the indicator changes to 🟢 **Active**. If it stays yellow or turns red, see the [Troubleshooting](/troubleshooting) page.
  </Step>
</Steps>

<Tip>
  **Before assigning tools to workers**, visit **Tools** in the left sidebar and verify that every connection you plan to use shows a 🟢 green (Active) status. This quick check prevents the most common "my worker can't use the tool" issues.
</Tip>

## Best Practices

<AccordionGroup>
  <Accordion title="Connect tools before assigning to workers" icon="link">
    Always connect tools in **Tools** (left sidebar) **before** configuring worker access. This ensures smooth setup and prevents workers from requesting tools mid-task.

    **Why this matters:** If a worker needs a tool that isn't connected, they'll have to ask you to add it, interrupting their workflow.
  </Accordion>

  <Accordion title="Start with essential tools only" icon="list-check">
    Begin by connecting only the tools your workers need immediately. You can always add more later as requirements evolve.

    **Recommended starting tools:**

    * Email (Gmail or Outlook) for communication
    * Calendar for scheduling
    * One productivity tool (Slack, Notion, or Google Drive)

    Avoid tool overload — workers perform better with focused, relevant access.
  </Accordion>

  <Accordion title="Grant permissions based on worker roles" icon="user-shield">
    Match tool access to each worker's specific responsibilities rather than giving everyone access to everything.

    **Example:**

    * **Marketing worker:** Email, social media tools, analytics
    * **Operations worker:** Calendar, project management, spreadsheets
    * **Technical worker:** Code repositories, documentation tools

    This specialization helps workers stay focused and reduces confusion.
  </Accordion>

  <Accordion title="Review tool permissions regularly" icon="rotate">
    As your workers' responsibilities evolve, audit their tool access monthly to ensure:

    * They have access to everything they need
    * They're not cluttered with unnecessary tools
    * Permissions align with current tasks

    Think of this like managing access for human employees — it should grow with their role.
  </Accordion>

  <Accordion title="Test tool connections after setup" icon="vial">
    After connecting a tool and granting worker access, verify it works by:

    1. Asking the worker to perform a simple task with the tool
    2. Checking that the worker can both read and write (if applicable)
    3. Confirming any automated workflows trigger correctly

    **Quick test example:** "Can you draft an email to [test@example.com](mailto:test@example.com) using Gmail?"
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Worker can't access a tool I connected" icon="circle-exclamation">
    **Most common cause:** The tool is connected to your account but not granted to that specific worker.

    **Solution:**

    1. Open the worker
    2. Click **Tools** in the right floating sidebar
    3. Enable the tool for that worker
    4. Save changes

    <Info>
      **Remember:** Connecting a tool in **Tools** doesn't automatically give workers access. You must explicitly grant it per worker.
    </Info>
  </Accordion>

  <Accordion title="Tool connection keeps failing" icon="plug">
    **Common causes and solutions:**

    * **Authentication expired:** Re-authorize the tool in **Tools** (left sidebar)
    * **Insufficient permissions:** Check that you granted all required permissions during OAuth
    * **Third-party restrictions:** Some organizations block third-party app access — contact your IT admin

    **Still stuck?** Disconnect and reconnect the tool from scratch:

    1. Go to **Tools** in the left sidebar
    2. Click disconnect next to the tool
    3. Follow the connection steps again
  </Accordion>

  <Accordion title="Worker using tool incorrectly" icon="triangle-exclamation">
    Workers learn and adapt through conversational feedback, just like human employees.

    **Solution approach:**

    * Give clear, specific feedback: *"When sending emails, please keep them to 3-4 bullet points"*
    * The worker will memorize this preference and adjust behavior
    * You can review what they've learned in **Workers** → **Knowledge** section

    <Warning>
      Don't over-configure in settings. Instead, guide workers conversationally — they'll adapt and improve over time.
    </Warning>
  </Accordion>

  <Accordion title="Need to revoke tool access" icon="ban">
    **To remove a worker's access to a tool:**

    1. Open the worker
    2. Click **Tools** in the right floating sidebar
    3. Toggle off the tool you want to revoke
    4. Confirm the change

    The worker will immediately lose access. They'll let you know if they need it back for a specific task.
  </Accordion>

  <Accordion title="Tool connection shows but doesn't work" icon="wrench">
    **Diagnostic steps:**

    1. **Check tool status:** Go to **Tools** in the left sidebar — look for warning icons
    2. **Verify API limits:** Some tools have rate limits that may be exceeded
    3. **Review permissions:** Ensure the connected account has necessary privileges
    4. **Test manually:** Try using the tool yourself to confirm it's operational

    If all checks pass but issues persist, disconnect and reconnect the tool.
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Configure Worker Access" icon="user-gear" href="/guides/managing-workers/configuring-tools">
    Learn how to grant and manage tool permissions for individual workers
  </Card>

  <Card title="Tool Permissions Guide" icon="shield-check" href="/concepts/tool-permissions">
    Understand the two-level permission system and common access patterns
  </Card>

  <Card title="Managing Workers" icon="users" href="/guides/managing-workers">
    Explore best practices for organizing and scaling your AI workforce
  </Card>

  <Card title="Providing Feedback" icon="comments" href="/guides/managing-workers/giving-feedback">
    Master conversational feedback to improve worker performance
  </Card>
</CardGroup>

***