halkyon/docs/adr/0021-private-instance-and-assistant.md

# ADR 0021: A private instance: approved sign-ups and an assistant the operator grants

- **Status:** accepted 25 Oct 2026, built on 25 and 26 Oct for v0.21.0 (D18). Decided by
  the developer: D1–D6 on 23 Oct; on 25 Oct what an assistant may see and do (D7–D12), what
  it keeps and does, where it lives, the proposal's points 4–8 and 10, how often it warns
  and when it is built (D13–D18), who signs up and who operates (D19–D22), waiting
  accounts (D23–D26), what people are told and what never goes (D27–D30), how the first
  step is built (D31–D34), the second (D35–D46) and the third (D47–D56), whose D55 and D56
  the developer amended on 26 Oct to what was built; on 26 Oct, after the first use, the
  operator's screen, budgets per person and the assistants' effort (D57–D63), for
  v0.22.0.
- **Builds on:** ADR 0016 (the register), ADR 0019 (private studysets), ADR 0020
  (SimpleLogin), ADR 0022 (the hand-off and the connector gone).
- **Amended by:** [ADR 0024](0024-languagetool-sidecar.md), D3 (26 Oct 2026): the field's
  Check (D54) goes to the instance's LanguageTool first where it checks the language,
  whose sheet offers to ask the assistant why; elsewhere it asks the assistant, as D54
  has it.
- **Changes:** the rule of 10 Oct 2026 that Halkyon calls no language model with an API
  key, for an instance whose operator opts in.

## Context

The developer may stop the public instance and run halkyon.li for themselves and their
close family instead. They don't know in advance which addresses their family will sign in
with, and with SimpleLogin (ADR 0020) the instance keeps no addresses anyway.

On 10 Oct the developer ruled out API keys for language models: on a public instance anyone
could drive up the bill, and each person should decide what a model sees. Assistants came
through people's own subscriptions instead: the connector (ADR 0006) and the hand-off to
Claude or Lumo, both gone since 23 Oct (ADR 0022). A family instance whose operator
approves every account takes away the first reason; the second holds if the app shows
what it sends.

People in one family may prefer different providers (the developer: "I might use myself
the Claude API while other might want to use the OpenAI API, then one other the Proton
Lumo API"). A plan for Claude's or ChatGPT's apps is no API access: the APIs are billed
apart, by their providers' consoles.

Two protocols reach nearly every provider: Anthropic's Messages API (Claude), and the
OpenAI-compatible chat completions (OpenAI, Mistral, Google Gemini's compatibility
endpoint, OpenRouter, local models through Ollama, llama.cpp or vLLM). Proton announced a
Lumo API for autumn or winter 2026 without publishing its format; community projects
(lumo-tamer, an unofficial tracker) show an OpenAI-compatible interface. Still none by
25 Oct, but for the unofficial tracker's "early access".

No remote provider keeps what it is asked confidential while its model answers: the model
reads plain text. Lumo too: its prompts are encrypted beyond TLS on their way to Proton's
servers, decrypted there to be answered and, Proton says, discarded; its zero-access
encryption covers the chats it stores, which an API call doesn't make. What keeps a
private studyset private there is a promise, not cryptography. Only a model on the
person's own machine does without one.

## Decisions (23 Oct 2026, the developer's)

- **D1 Sign-ups wait for the operator's approval** (over invitation links, which were
  recommended, and a sign-up window): anyone can sign up; nothing works until the operator
  approves them.
- **D2 The assistant runs on the instance's key, granted per person** (recommended, over
  each person's own key and both): the operator pays and switches it on for whom they
  choose.
- **D3 Individual limits and statistics** (the developer: "so I can see after the fact who
  potentially drove up the bill"): each person's use is limited and counted, and the
  operator sees it per person.
- **D4 Several providers, all on the operator's keys** (over personal keys alone, and over
  both, which was recommended): the operator sets up the assistants the instance offers
  and grants each person one or more.
- **D5 Personal keys stay on the person's devices** (recommended, over keeping them on the
  instance): the app calls the provider itself, and the instance sees neither key nor
  text.
- **D6 Personal keys only where the operator allows them** (over every instance, which was
  recommended): an instance setting, off unless switched on.

On 25 Oct, what an assistant may see and do (the developer: "Only what is chosen, within a
studyset, within a tree of studysets, and a complete library (maybe even an option
including/excluding private studysets?)"):

- **D7 The person chooses the scope of each question:** the parts they tick (the field's
  chips, as for a web search), this studyset (the one open, with everything inside it, as
  studying it covers), its tree (from its top studyset down), or their library (decided
  over a scope for a studyset without its topics). Beyond the parts ticked, nothing is
  put into the request whole, as a library outgrows any model's context: the model looks
  things up through tools the app answers on the device, read-only and within the scope,
  each lookup shown in the conversation and counted in the person's limits.
- **D8 Private studysets stay out of a wider scope unless switched on** (recommended, over
  taking them in with the warning, and over never sending them): beside the scope,
  "Include private studysets", off for every question.
- **D9 A warning whenever a private studyset's content would go to a remote model**
  (recommended): it leaves end-to-end encryption; the warning names the provider and links
  its terms. The same for every remote provider, Lumo included (see *Context*), not
  graded by promises the app can't verify, and with no exception for an address on the
  local network, which may be a company's or a shared one; none for a model at a loopback
  address, on the device itself. Shown for parts ticked as for the switch of D8.
- **D10 Changes only as drafts** (recommended, over answers alone and over writes with
  Undo): the model proposes cards, notes or edits, which open in the composer or editor;
  nothing is saved until the person accepts it, so neither a wrong answer nor
  instructions hidden in a copied studyset (prompt injection) change the library.
- **D11 Progress never goes along** (over a chip for it, which was recommended): no
  reviews, ratings, statistics or study time, in any scope.
- **D12 Text first, images when ticked or asked for** (the developer: "Can't it generally
  be text, only images if necessary (e.g. graphs within a PDF)?"; then the recommended
  way): text by default, a PDF's as PDFium reads it; where a part in scope holds an image
  (a card's picture, a PDF page with figures), its image is a chip of its own, off; and
  the model may ask for one, which the person approves each time. Only for an assistant
  that reads images. The app can't tell by itself when an image is needed: a graph is
  often drawn as lines, not stored as a picture.
- **D13 Conversations are kept, sealed** (recommended, over this device only and over
  none): in a synced table sealed with the person's own key (ADR 0019, as their settings
  and tags), so they reach all their devices and the instance can't read them, as Proton
  can't read Lumo's stored chats; kept until the person deletes one.
- **D14 The first version does four things:** answers questions about what is open, in
  the field on Home, in the Library, on a studyset and in a session (D7's scopes); makes
  cards from text (a paragraph, a note, a PDF page) as drafts (D10); explains, in a
  session after Bad, why the answer is what it is, from the card's own parts; and checks a
  written answer or a sentence written in the studyset's language, saying what is wrong
  and why, as feedback, changing nothing.
- **D15 The module and a package of its own** (recommended, over Learn alone first):
  grants, limits, statistics and the forwarding are halkyon_base's, the register's, one
  per instance as accounts are, so a person's grant and limits hold in every service of
  the instance; the two adapters (5) are `halkyon_llm`, a pure Dart package, BSD-3-Clause
  as `halkyon_oidc` is, in the monorepo, its publishing to pub.dev asked first; the field,
  the scopes and their tools are Learn's.
- **D16 Points 4 to 8 and 10 of the proposal stand as written** (recommended, over going
  through them one by one); what comes up while building is put to the developer.
- **D17 The warning of D9 is asked once per studyset and assistant** (recommended, over
  once per session and every time), as explaining a miss and checking an answer go out
  once per card: the answer is kept in the person's sealed settings, the studyset's
  privacy dialog shows it with Take back, and the assistant's button in that studyset
  carries a mark while it holds.
- **D18 Built for v0.21.0** (over shipping the batch held for it first, which was
  recommended, and over later): the batch on `feat/remove-github` (GitHub's removal,
  build 24) waits for it.
- **D19 `SIGN_UP` takes three values** (recommended, over approval on or off alone and
  over invitation links now): `open`, `approval`, `closed` (point 1).
- **D20 The first operator by SQL** (recommended, over a one-time setup code, over a
  handle in `deploy/.env` and over the instance's first account): the operator signs up
  in the app, then, on the server, one statement written here makes that account an
  operator and approves it. No code hands out the role, so nothing is there for a
  stranger to guess; whoever runs an instance reaches its database anyway.
- **D21 Further operators are named in the app** (recommended, over SQL for each): an
  operator names another by handle and can take it back; the last operator can't be
  removed.
- **D22 An operator can suspend an approved account** (recommended, over deleting it too
  and over grants alone): its sessions end and it waits again, nothing syncing, its data
  kept, until an operator approves it anew. Deleting stays the person's own act, or the
  operator's SQL.
- **D23 A waiting account shows a wait screen only** (recommended, over using the app on
  the device until approved): it says the account waits for the operator, and offers to
  delete it; nothing syncs or uploads, so a refusal loses nothing.
- **D24 A matching code tells the operator who waits** (recommended, over an
  introduction line and over the handle alone): the wait screen shows a short code of
  four words, and the operator sees the same code beside the handle, asking the person
  (by phone, in person) what theirs says; a stranger who took a family member's handle
  can't know it.
- **D25 The limits stand as proposed** (recommended, over 7 days and over 30): deleted
  after 14 days unapproved, at most 10 waiting at once, sign-ups per network limited as
  today's, a badge in the operator's app as the only notice.
- **D26 Someone refused may sign up again and wait again** (recommended, over refusing
  their SimpleLogin identity for 30 days): nothing about them is kept; the cap and the
  network limits hold strangers back.
- **D27 Each instance says what its assistants do, in the app and on a page of its own**
  (over the app alone, which was recommended, and over the website's page alone, which
  describes learn.halkyon.eu): the consent sheet when a grant is first used, the same
  facts in Settings › Assistant at any time, and `/privacy` on the instance's web server,
  made from its settings in English and German as the profile pages are, readable before
  signing up (point 9).
- **D28 Others' posts go to a model only with their author's agreement** (the developer:
  "not to send the content from others without their explicit (direct or indirect)
  agreement to LLM providers"; recommended, over a licence for one's posts and over
  never): a switch in the account's settings, "Others may send my posts to their AI
  assistant", off unless switched on and shown on the profile; while it is on, their
  posts in discussions and feedback threads are chips like the others, off. The rule
  binds what Halkyon sends on a person's behalf: someone who copies text into a model by
  hand acts on their own, and the app doesn't try to stop it. No standard says this yet
  (25 Oct): the IETF's AI preferences are drafts naming training and search, not a
  model's answer; Creative Commons' signals are still being worked out. Should one come,
  the switch can be expressed in it.
- **D29 A copy's licence is its agreement** (recommended, over an author's switch per
  studyset): publishing takes a licence that allows passing on (ADR 0005), so a copy is
  the person's own to send.
- **D30 The provider learns an opaque ID per person** (recommended, over nothing): with the
  operator's key, each request carries an ID the instance derives from the account with a
  key of its own (OpenAI's `safety_identifier`, OpenRouter's `user`, Anthropic's
  `metadata.user_id`; servers with no such field get none), never the handle, so
  the provider can act against one person's abuse without blocking the operator's key,
  and can't tell who it is.

On 25 Oct, how the first step is built (sign-ups and operators):

- **D31 A waiting account has no session** (recommended, over a session with a `waiting`
  scope that every endpoint, the sync and the uploads would have to refuse): every
  session on every service is made in one place (`issueSession`), which refuses while
  the account waits and hands the device a waiting pass instead (a random secret, kept as
  its hash) with the matching code. The pass opens only the wait screen's calls: whether
  the account still waits, deleting the account, and forgetting the pass. Once approved,
  the wait screen says so, the pass going with that answer, and the person signs in once
  more as they did before (the developer's choice, recommended, over the pass handing
  over a session): that sign-in opens the keys and, after a password's sign-up, sets up
  the authenticator as every sign-in does, and a pass is never worth a session. The pass
  deletes only a new account that was never approved: a suspended one keeps its data,
  and deleting it takes its owner's password and a code, as ADR 0017 has every deletion.
  A pass holds 30 days, at most five per account. A member asks the register before it
  makes a session, as it asks everything else about accounts (ADR 0016).
- **D32 The operator role is a scope**, `operator`, on the account and its sessions, as
  `identified` is (recommended, over a table of operators): every operator's call requires
  it (`requiredScopes`). The first operator, once signed up, is made by two statements on
  the register's database, run as `deploy` in the deploy's folder: the scope onto the
  account, and onto its sessions, as scopes are copied onto them (handle in lower case):

  ```sql
  BEGIN;
  UPDATE "serverpod_auth_core_user"
  SET "scopeNames" = ("scopeNames"::jsonb || '["operator"]')::json
  WHERE "id" = (SELECT "authUserId" FROM "public_profile" WHERE "handleKey" = 'their_handle')
    AND NOT ("scopeNames"::jsonb ? 'operator');
  UPDATE "serverpod_auth_core_session"
  SET "scopeNames" = ("scopeNames"::jsonb || '["operator"]')::json
  WHERE "authUserId" = (SELECT "authUserId" FROM "public_profile" WHERE "handleKey" = 'their_handle')
    AND NOT ("scopeNames"::jsonb ? 'operator');
  COMMIT;
  ```

  and an operator never waits: the wait screen's next look approves them and gives them
  their session.
- **D33 The matching code is four words of BIP-39's English list, read by the operator**
  (the developer's "Four words" over six digits, which were recommended; then the
  operator reading and BIP-39's list, both recommended, over the person reading theirs
  out and over EFF's short list): the operator reads the words beside the handle and asks
  whether the person sees them, who only says yes or no. The wait screen says that
  Halkyon never asks anyone to read words out, as a recovery phrase is words too, of the
  same list (already in the repository under the MIT License, unique by their first four
  letters; four words hold 44 bits).
- **D34 The operator's section is a card in Settings**, "This instance", below the
  account's (recommended, over the Profile tab): halkyon_app's, shown to operators alone,
  opening the waiting accounts, the accounts and the operators; a badge on the Settings
  cog while someone waits, as the sync trouble dot is.

On 25 Oct, how the second step is built (the assistants, their grants and figures):

- **D35 The answer streams over Serverpod's own stream** (recommended, over the whole
  answer at once and over a route sending Server-Sent Events): `assistant.ask` is an
  endpoint method returning a stream, over the WebSocket the client already keeps, signed
  in as every call is (Caddy upgrades it as it is). Text appears as the model writes it,
  and a round of the tools' loop ends as soon as its tool call is complete. A route of
  our own would have needed its own check of the session, for nothing Serverpod's stream
  lacks.
- **D36 The adapters are tested on replies written from the providers' documentation
  first, and on recorded ones later** (recommended, over recording first, which would
  have held the step up until the developer had keys, and over the documentation alone):
  the fixtures follow Anthropic's and OpenAI's documented stream formats event by event;
  `tool/record_llm.dart`, which the developer runs once with their own key, writes the
  real replies beside them, and the tests run on both, so a provider that strays from its
  documentation is caught there, not in someone's hands.
- **D37 The assistants are set in `deploy/assistants.env`** (recommended, over the whole
  of `deploy/.env` going to the server and over three fixed numbered slots): Compose names
  every variable it passes to a container, and the IDs an operator chooses can't be named
  in `compose.yaml` ahead. The file of their own is passed whole to the server alone
  (`env_file`, optional, so an instance without it starts as before), git-ignored,
  mode 600, with an example committed. It holds the keys too (`ASSISTANT_CLAUDE_KEY`):
  everything about the assistants is in one place, outside the database and its backups,
  and nothing of `deploy/.env` reaches the server that doesn't today. It holds the key of
  D30's IDs as well (`ASSISTANT_ID_KEY`, at least 32 characters, or a server with
  assistants doesn't start): changing it gives everyone a new ID at the providers, and
  costs nothing else.
- **D38 Prices sit beside the model** (recommended, over typing them in the app):
  `ASSISTANT_CLAUDE_PRICE_INPUT` and `_PRICE_OUTPUT`, per million tokens, in
  `ASSISTANT_CURRENCY` (USD unless set, as the providers bill), so a model and its price
  change together, with one restart. A request's cost is worked out when it is counted
  and kept with the figures, so a later price leaves the past as it was billed. A limit
  is checked before each request against what was counted: the last request before it
  may go past it by its own answer, which the request's ceiling on output tokens keeps
  small.
- **D39 The instance's `/privacy` describes the whole instance** (recommended, over the
  assistants alone): made from its settings on its web server, in English and German as
  the profile pages are, readable before signing up: who may sign up, where data and
  backups are, what is kept (addresses only as hashes, no IP address past the hour its
  limits count, sessions), private studysets, then each assistant (provider, model, what
  goes, D27) and whether personal keys are allowed. halkyon.li has no website page, and a
  family member reads this one before they sign up.
- **D40 The agreement is kept on the grant** (recommended, over the person's sealed
  settings): the grant records when the person agreed and to which provider (its
  protocol and host), and `assistant.ask` refuses (`notAgreed`) until they have, so a
  modified app can't skip it and every device of theirs knows. Should the operator move
  an assistant to another provider, the person is asked again; a new model of the same
  provider asks nothing. The operator sees that they agreed, and when.
- **D41 Figures are kept 3 months** (the developer's choice, over 13 months, which were
  recommended, and over keeping them as long as the account): enough for the last bills,
  less kept about each person. Older days are deleted daily, and all of them with the
  account.
- **D42 Days and months are UTC's** (recommended, over the instance's time zone, which no
  setting holds today): the providers bill by UTC, so the figures add up to their bills;
  a day's limit resets at midnight UTC, which the app shows in the person's own time.
- **D43 A member service offers no assistant yet** (recommended, over building the
  register's routes for grants now): grants and figures live on the register (Learn's
  server), whose service asks. Todo, a member, answers that it has none, until a member
  needs the assistant; then the member asks the register before forwarding, as it asks
  everything about accounts (ADR 0016).
- **D44 Nobody is granted an assistant that isn't set**: a grant names the assistant by
  its ID, and stays, unused, should the operator remove that assistant from the file;
  put back, it holds again, with the person's agreement if the provider is the same.
- **D45 Chat completions are sent in each known host's dialect, and in a common one to
  every other** (recommended, over the fields every service takes, which loses OpenAI's
  `store: false` and its reasoning models' ceiling, and over a dialect the operator
  names): OpenAI, Mistral and Gemini refuse a field they don't know, and they differ in
  the ceiling's field (`max_completion_tokens`, `max_tokens`), in usage asked for or
  always sent, and in `store`. By the base URL's host, OpenAI (api.openai.com), Mistral,
  Gemini and OpenRouter each get only their fields; any other host gets what Ollama,
  vLLM and llama.cpp all take. Replies are read leniently whatever the host, as each
  streams usage, tool calls and errors in its own way.
- **D46 OpenAI's Responses API is a third protocol, `openai-responses`** (recommended,
  over chat completions alone): from GPT-5.4 on, OpenAI's models call tools in chat
  completions only without reasoning, and GPT-6 Astra and 6.1 Sol only through the
  Responses API. Stateless: `store: false`, so OpenAI keeps no conversation, and each
  request carries the whole of it, with the model's encrypted reasoning items as it
  streamed them, sent back in their place (as Anthropic's thinking blocks are), and the
  `phase` of its messages. Ollama, vLLM and OpenRouter speak it as well.

On 26 Oct, how the third step is built (the assistant answering in Learn):

- **D47 A conversation shows in a sheet over the screen it was asked on** (recommended,
  over a screen of its own and over the answer unfolding under the field): at half
  height, dragged up to full, follow-up questions in the same sheet, so the card in a
  session or the studyset asked about stays in view.
- **D48 Kept conversations are found from the field** (recommended, over a tile in
  Settings › Assistants and over both): a history button in the field lists them, newest
  first, each with its assistant and scope, those about where the person is first;
  deleting one asks first.
- **D49 The scope is one chip with a menu** (recommended, over a segmented row of the
  four): it leads the parts' chips ("Only what I tick"), and its menu holds This
  studyset, Its tree, Library and D8's switch, so the field takes one more line at most.
- **D50 The field starts with only what is ticked** (recommended, over where the person
  is and over the last scope used): nothing goes beyond the chips ticked and the model
  gets no lookups until the person widens the scope, as the chips themselves start
  unticked (decided 10 Oct).
- **D51 A conversation is a row and its turns, appended** (recommended, over one row
  rewritten per conversation): `assistant_conversation` holds its assistant, scope and
  title, `assistant_turn` one turn each, never changed once written (ADR 0001, rule 2), so
  two devices continuing it offline lose nothing, and each turn is sealed alone (D13), so
  a long conversation isn't sealed and synced anew with every question. Deleting one
  blanks its turns, then deletes them (ADR 0002, rule 2).
- **D52 A device that can't seal answers but keeps nothing** (recommended, over offering
  no assistant there): where the account's keys aren't open, the sheet says the
  conversation isn't kept, and it is gone once the sheet closes; nothing unsealed is
  stored or synced, as with own keys.
- **D53 Explaining a miss is offered in a snack bar after Bad** (recommended, over the card
  waiting after Bad with Explain and Next, and over Explain beside the answer before
  rating): rated Bad, a snack bar offers Explain for a few seconds, which opens the
  conversation sheet over the next card, explaining the card just rated from its own
  parts; a session that doesn't use it goes on as fast as before.
- **D54 Checking is a wrong typed reading's Why? and Check in the field** (recommended,
  over a sentence exercise on vocabulary cards and over either part alone): a typed
  reading checked wrong offers Why? beside it; the field offers Check beside Ask, which
  checks what the person typed as writing in the studyset's language (with the card as
  context in a session) and says what is wrong and why, changing nothing.
- **D55 Cards made from text are drafts in a sheet** (recommended, over one draft at a
  time in the composer): listed as the text import lists cards, each chosen or not, a
  tap opening one in a small sheet of its own to change it (front and back, both
  required); adding takes those chosen, marked as made by an assistant
  (`origin: assistant`); nothing is added before (D10). Amended 26 Oct, as built: the
  sheet replaced the composer, which saves a card as soon as it is left, so it would add
  the draft before the person chose to.
- **D56 Cards are made from a note, a PDF page or pasted text** (the three recommended,
  over asking in the field as well): a note's app bar (the whole note, its title and
  text), the PDF reader's card panel (the page shown, its text as PDFium reads it), and
  Add material › Flashcards from a text (a paragraph pasted or typed). Amended 26 Oct, as
  built: a note's text selected is left for later, as the note editor's selection can't
  be reached from its app bar as the PDF reader's is; and the entry is named for what it
  makes, as the other Add material entries are, not "With an assistant".

On 26 Oct, after the first use on learn.halkyon.eu (the developer: granting three people
all models of two providers would take dozens of sheets; a list of hundreds waiting would
push everything else down; and the effort of each model), how the operator's side and the
assistants' effort work:

- **D57 The months of the figures run oldest first** (recommended, over the newest first,
  as built): Aug · Sep · Oct, the current month chosen on the right, as a timeline reads.
- **D58 A budget per person, and the assistants it covers** (recommended, over granting
  several people and assistants at once with limits per assistant, and over a budget
  with caps per assistant): a grant says only which assistant a person may use, and keeps
  their agreement (D40); the limits move to the person, one daily and one monthly budget
  for all their assistants together, as proxies in front of several providers keep them.
  One sheet grants several people several assistants, each person getting the budget
  set there. Amends D3, whose limits were each grant's.
- **D59 The budget counts money and tokens, each optional** (the developer's choice, over
  money alone with unpriced assistants counting nothing, which was recommended, and over
  refusing an assistant without prices): a daily and a monthly limit in the instance's
  currency, and a daily and a monthly one in tokens; whichever runs out first stops the
  person. An assistant without prices counts against the tokens alone.
- **D60 Assistants are grouped by their provider, each in its colour** (recommended, over
  the provider's name alone and over its logo too): under the provider's name (Anthropic,
  OpenAI, Google, Mistral, OpenRouter by the host; any other host by itself), with a
  small accent in the provider's colour, wherever assistants are listed. No logos: they
  are their companies' trademarks, under each one's terms.
- **D61 A handle is chosen among those that exist** (the developer's ask): typing one
  suggests the accounts whose handle starts so, as the operator's search finds them, and
  Grant and Appoint take only a handle suggested.
- **D62 The operator's screen is an overview of screens** (recommended, over its cards
  showing five each with Show all, and over tabs): Waiting, Operators, Accounts and
  Assistants, each a row with its count leading to a screen of its own, searched and
  loaded 50 at a time as it scrolls, so hundreds waiting push nothing else down.
- **D63 Effort is the operator's range, chosen by the person within it** (recommended,
  over a fixed level per assistant and over any level the model has): `assistants.env`
  gives each assistant a default and a highest level (`low`, `medium`, `high`, `xhigh`,
  `max`; Anthropic's names, mapped to each provider's own); the field offers a chip with
  the levels allowed, remembered per assistant on the device, and the instance refuses
  one above the highest. Effort spends more tokens at the same price per token, so the
  budget (D58) still bounds what it costs.

As built on 26 Oct, for v0.22.0 (build 25, which the server needs: `minimumAppBuild` 25,
as older apps read limits per grant), D57–D63 read so where they left something open:

- **Budgets** (D58, D59): each of the four limits may be empty, and all four empty
  leaves the person no budget; granting someone who has one replaces it, which the sheet
  says first, naming whose. Money stops only an assistant with prices: one without counts
  its tokens, which the token limits stop, and the sheet offers money limits only while an
  assistant set up has prices. A change that leaves out an assistant no longer set up
  drops its grant, which the sheet says.
- **Handles** (D61): Grant and Appoint take a handle picked among those suggested, or
  typed whole as an account's (Enter picks it); any other is refused before anything is
  asked.
- **The operator's screens** (D62): read 50 at a time from where the list stands, the
  next 50 once the person scrolls to within 600 pixels of its end. Accounts and the
  assistants' people are searched by their handle's start; Waiting and Operators aren't,
  as at most 10 accounts wait at once (point 3) and operators are few. After an action the
  list changes in place (approved, refused and taken back leave it; suspended and named
  change their row; a changed grant reads its person anew) rather than reading everything
  again.
- **Effort** (D63): `_MAX_EFFORT` without `_EFFORT` stops the server as it starts, as any
  other setting it can't read. A question asks for its effort's ceiling on output, which
  the instance holds it to (`low` 8,192 tokens to `max` 65,536; the model's own effort
  16,384), since the thinking counts towards it. The level chosen in the field is the
  person's for that assistant on that device (`askEfforts`): a conversation continued from
  the history asks at it too, while the flashcards proposed, Explain and Why? ask at the
  assistant's own, as nobody chose one there. A person's own key gets no effort, as its
  provider's levels aren't known, and keeps the ceiling of 4,096 tokens it had.
- **The migration** moves each person's grants' limits into one budget (per unit, their
  sum; a grant without a limit leaves that limit empty) and then drops the grants' three
  limit columns. Unlike Learn's other migrations, it doesn't keep the old server working
  until the switch: in the minute between them, the old server's assistant calls fail
  (asking, granting, the figures), everything else serving on. The developer accepted
  this (26 Oct), as assistants went live that day with one person using them, over
  keeping the columns unused for a release and dropping them in the next.

## Proposal

1. **Who signs up, per instance:** `SIGN_UP`: `open` (as today), `approval`, or
   `closed`. On halkyon.li `approval`.
2. **The operator** is a role on the register. The first one by SQL (D20), the others
   named in the app (D21); an operator approves, refuses and suspends accounts (D22),
   grants assistants with their limits, and sees everyone's figures, never content.
3. **Waiting accounts** (D1): after signing up (SimpleLogin, handle, keys: ADR 0020), an
   account waits. It gets no session, only a pass for its wait screen, which sees that it
   waits or deletes the account (D31); nothing syncs and nothing uploads (D23). The operator sees who waits in the app (the
   handle, when they signed up, which is all the instance knows, and the matching code of
   D24) and approves or refuses; a refusal deletes the account. Unapproved after 14 days, it is deleted. At most 10
   waiting at once, and sign-ups per network limited as today's, so strangers can't flood
   the list. The operator's app shows a badge; there is no mail, as the instance keeps no
   addresses.
4. **The assistants**, set by the operator (D4): one or more, each with an ID, the name
   people see ("Claude Sonnet"), its protocol (`anthropic`, `openai` for every
   OpenAI-compatible service, or `openai-responses`, D46), its base URL (the provider's own unless set), model and key
   in `deploy/assistants.env` (D37: `ASSISTANTS=claude,gpt`, then `ASSISTANT_CLAUDE_NAME`,
   `_PROTOCOL`, `_BASE_URL`, `_MODEL`, `_KEY`, `_IMAGES`, and the prices of D38). There
   rather than in the app: the keys stay out of the database and its hourly backups, where
   the operator keeps the instance's other secrets. None set: no assistant on the
   instance, as today. Adding Lumo once its API is out, or switching a model, is a change
   of these and a restart; no app changes.
5. **Adapters of our own, one per protocol (D46),** behind one interface, over plain HTTP, no SDKs, in a pure
   Dart package of their own, which the server uses for the operator's assistants and the
   app for personal keys (10). Features use only what both protocols share: a system prompt and messages,
   streamed text, and tool calls where a feature needs them. Tested against documented
   and recorded replies of each (D36). Not chosen: LiteLLM as a sidecar (a Python proxy for about 100
   providers: one more container to run and update, for providers never used) and
   langchain_dart (a large framework for a small job).
6. **Grants** (D2, D4): nobody has an assistant until the operator grants it to them, one
   assistant at a time, each grant with its limits. The person agrees once to what goes
   where: the provider's name, that the instance sees the text on its way, and that the
   operator sees how much they used, never what; the grant keeps their agreement (D40).
7. **Asking:** the field offers the assistants granted beside the web search (the one last
   used first), the app shows what it will send, the person sends it to the instance
   (`assistant.ask`, the answer streamed), the instance checks the grant and what is left
   of the limit, forwards the request, and counts what the provider's reply reports
   (input and output tokens). Past the limit it refuses (`limitReached`), saying when it
   resets. A private studyset (ADR 0019) goes only as far as the person sends it,
   decrypted on the device for that request. The scope (D7) holds the conversation: the
   app runs the tools' loop, answering each lookup from the person's local data within
   it, so with the operator's assistant the lookups' answers pass through the instance as
   the question does. A draft (D10) arrives as a tool call the app opens in the editor.
   Whether an assistant reads images (D12) is its setting (`ASSISTANT_CLAUDE_IMAGES`; for
   a personal key, a switch beside it).
8. **Limits and statistics** (D3): per grant, per day and per month (a day's limit stops a
   runaway loop early). Counted per person, day and assistant: requests, input and output
   tokens, and the cost at the prices the operator enters per model (per million tokens,
   D38; without prices, tokens only, and limits in tokens), by UTC's days (D42), for
   3 months (D41). Neither prompts nor answers are kept. The operator sees everyone's figures in the app, per person and month; each
   person sees their own.
9. **What people are told** (D27): the provider and model, what is sent, that the instance
   sees it in passing, that the operator sees each person's figures, that the instance
   keeps no content, and that conversations are kept sealed on the person's devices
   (D13): on the consent sheet, in Settings › Assistant, and on the instance's `/privacy`
   (D39).
10. **Personal keys** (D5, D6), where the operator switches them on (`ASSISTANT_OWN_KEYS`,
    off unless `on`; `instance.info()` says so, and the app offers them only then): a
    person adds a provider in Settings (protocol, base URL, model, their key), and may add
    several. The key goes into their settings, which are sealed with their personal key
    (ADR 0019), so it reaches their other devices and the instance can't read it. The app
    calls the provider directly with the same adapters (5); the instance sees neither key
    nor text and counts nothing, and the person's limits are their provider's. The
    instance can't stop a modified app from doing so, and needn't: nothing passes through
    it. Personal assistants are offered in the field beside those granted.
11. **Never sent, in any scope:** the password, the account's keys, the recovery phrase,
    codes, API keys, the Jellyfin token, other people's data (but posts whose author
    agreed, D28), and progress (D11). Nothing is asked without the person: no assistant
    runs in the background.

## Consequences

- The operator pays the provider, and sees who used how much, never what for.
- The instance sees what is asked on its way to the provider, and the lookups' answers;
  the provider's own terms then apply to it. A private studyset leaves end-to-end
  encryption wherever it goes to a remote model (D9).
- A provider that is down stops the assistants on it; the others granted, personal keys
  and the web search go on.
- Strangers can sign up and wait, but can't use anything, and their accounts lapse.
- Public instances keep the rule of 10 Oct: their operators leave the assistants unset,
  and may allow personal keys.