Track AI adoption

Know which teams have made AI part of how they work, who could help others get started, and which paid seats sit idle. Use it when you roll a tool out to more teams, whether that's engineers taking up a coding assistant or a support team using AI to answer customers, and before you renew seats.

When you've finished this checklist, Insights → Agent insights → Adoption shows how many people used AI in the last 30 days, how deeply they use it, which teams are behind, and the seats nobody has opened.

An AI or engineering lead owns this checklist, with a finance lead for seats, IT and security for the Cloud Proxy, and a Flowstate admin.

How adoption is counted

• Someone is active when they've run at least one AI session in the last 30 days. Holding a seat doesn't count.
• Sessions come from the Cloud Proxy. Until it's on people's Macs, Adoption shows nobody as active, and the people your providers bill for show as holding idle seats.
• Adoption counts employees on teams. Contractors aren't counted, except when you group the table by Geography or Employment type.

Before you start

• Set up sign-in and invite your team
• Optional: Set up your organisation basics, so AI figures show in your reporting currency.

1. Switch on AI spend

What: Ask for AI spend. Who: Implementation lead. Where: Your Flowstate contact. Done when: Insights → Agent insights opens with an Adoption tab, rather than "Agent insights is not enabled".

2. Put everyone on a team, with their work email

What: Make sure every employee who uses AI is in Flowstate, allocated to a team, with the work email they use at each AI provider and in your device management tool. Who: HR or people data owner. Where: Load your people and teamsDone when: The table on Adoption lists your teams, rather than saying adoption is measured against team allocations.

Flowstate matches AI use to people by email. Someone who isn't on a team isn't counted in any team's adoption.

3. Connect the AI providers you pay for

What: Connect each provider's billing, so the seats you pay for arrive against the people who hold them, where the provider reports that. Who: Flowstate admin, with each provider's admin. Where: Connect your AI providersDone when: Every provider on your list shows Connected in the catalog.

4. Roll out the Cloud Proxy

What: Put the Cloud Proxy on your company Macs, so each person's AI sessions reach Flowstate. Who: IT and security, with an engineering lead. Where: Roll out the Cloud ProxyDone when: People from your pilot group are counted as active in the opening line on Adoption.

5. Decide who sees names

What: Decide who may see individual people on Adoption: names in the table, who holds idle seats, and each person's AI record and fluency score. Give those people the View Individual AI Fluency Scores permission. Who: Flowstate admin, with your AI lead and HR. Where: Settings → Users & Access → RolesDone when: Someone with the permission sees names on Adoption, and someone without it doesn't.

Adoption is for helping teams get going, not for ranking people. The page doesn't rank anyone by spend, because the heaviest users are usually the ones getting most out of AI.

6. Read Adoption

What: Check the figures look like your organisation, and agree what you'll act on first: teams that are behind, or seats nobody uses. Who: AI or engineering lead, with your finance lead for seats. Where: Insights → Agent insights → Adoption. See See who uses AI. Done when: How deeply it is used shows people across the levels, and Licensed but idle lists only seats you recognise as unused.

Tip

Ask Eddy "Which teams are paying for seats nobody uses?".

You're set up when

• The opening line on Adoption counts active people from every team that has AI seats.
• Licensed but idle shows seats nobody has opened, not everyone your providers bill for.
• The people who should see names can, and nobody else.

Reading adoption well

• A big AI bill isn't the same as wide adoption. A few heavy users, or agents, can run up a large bill while most of a team hasn't started. Read Adoption beside Breakdown.
• Heavy use isn't a return. Adoption tells you who uses AI. To see what it produced, prove AI's return with business metrics and measure what delivery returns.
• Someone on two teams is counted in both teams' People.

Not available yet: reminders for people who haven't started

Flowstate doesn't message people who haven't used AI. Use the table on Adoption to find them, and follow up with their managers.

If something's not right

Nobody shows as active. Sessions aren't reaching Flowstate. Check the Cloud Proxy is on people's Macs, and that their work email matches. See Roll out the Cloud Proxy.

Everyone your providers bill for shows under Licensed but idle. Same cause: without sessions, Flowstate can't see that anyone opened their seat.

A team is missing from the table. Its people aren't allocated to it. See Load your people and teams.

Take-up looks high for a team that relies on contractors. Adoption counts employees only. Group by Employment type to see contractors too; those totals won't match the rest of the page.

Next

• See who uses AI: reading Adoption day to day.
• My AI: where people see their own AI use.
• Track AI in your workflows: the next checklist, tying AI sessions to projects and kinds of work.
• Attribute AI spend: what AI costs, by team and project.