Offline Access in the Xakia MCP Connector
Offline access lets your AI application, such as Claude, ChatGPT, Microsoft Copilot Studio or Gemini, request a new login token on your behalf, so it can keep using Xakia without you being signed in at the time. That’s what keeps you connected between conversations without signing in again, and it’s optional. You choose whether to grant it on the Xakia consent screen when you connect.
Despite the name, offline access doesn’t mean Xakia works without an internet connection, and it doesn’t store your Xakia data offline. It means your AI application can keep its connection to Xakia active when you’re not there to sign in.
How the tokens work
When you connect your AI application to Xakia and sign in with your usual Xakia credentials, we issue it 2 tokens:
Token | What it does |
Access token | Lets your AI application read Xakia information on your behalf. It’s valid for 20 minutes. |
Refresh token | Lets your AI application get a new access token when the old one expires, so you stay connected without signing in again. This is what offline access provides. |
The refresh token has 2 limits:
If you don’t use the connector for 15 days, the refresh token expires.
Regardless of use, it expires 30 days after you signed in.
After either limit, your AI application asks you to sign in to Xakia again.
Grant offline access
When you connect, we show a consent screen titled with your AI application’s name, followed by is requesting your permission. Under Application Access, you’ll see 2 permissions, both ticked by default:
Permission | What it means |
Grant access to the Xakia MCP for AI agents | Required. Without it, the connector can’t read any of your Xakia data. |
Grant offline agent access | Optional. Allows your AI agent to request a login token on your behalf. Needed for scheduled tasks to run on their own, without you being signed in at the time. |
Offline access doesn’t change what your AI application can see or do. The connector stays read-only and only returns information you can already see in Xakia. Read the Xakia MCP Connector privacy notice for full details on sign-in and tokens.
Connect the Xakia connector in your AI application first. Each one has its own setup article:
Microsoft Copilot Studio: Add the Xakia MCP Connector to Microsoft Copilot Studio
When the consent screen appears:
Sign in. Sign in to Xakia with your usual credentials, including Single Sign-On (SSO) or Multi-Factor Authentication (MFA) if your organization uses them.
Check your user. On the consent screen, check that you’re signed in as the right user. If not, click Not you? Sign in as someone else.
Choose offline access. Leave Grant offline agent access ticked to allow offline access, or untick it if you don’t want to grant it.
Allow access. Click Yes, Allow.
Remember My Decision is ticked by default. ChatGPT, Microsoft Copilot Studio and Gemini use it to skip the consent screen next time you connect. Claude asks for consent every time, so you’ll still see the screen there.
The warning icon next to Grant offline agent access is a reminder that this permission lets your AI agent use Xakia when you’re not present. Only grant it if you plan to use scheduled tasks or want to stay connected between sessions. To read more, click Xakia Connector Privacy on the consent screen.
If you don't grant offline access
The connector still works while you’re using your AI application, but scheduled tasks can’t use Xakia on their own, and you’ll need to sign in to Xakia again more often. To grant offline access later, disconnect and reconnect the connector (see Change Your Location or Connection in the Xakia MCP Connector), then tick Grant offline agent access on the consent screen.
Why it's useful
You can set up recurring tasks in your AI application, such as a Monday-morning summary of key dates due this week, that run automatically without you being signed in.
You don’t need to sign in every time you start a new conversation, or every 20 minutes when the access token expires.
You complete your organization’s SSO and MFA steps once, rather than repeatedly throughout the day.
Access tokens are short-lived, refresh tokens expire automatically, and you can end your access at any time.
Ending offline access
Your connection, including offline access, ends when:
You disconnect or remove Xakia in your AI application’s connector settings, for example in Claude Desktop under Profile › Settings › Connectors › your Xakia connector › Disconnect
A Xakia Administrator switches off MCP Enabled for the location, or restricts it to Admin Users (this applies to new requests within about a minute)
You’re removed from the location, or your Xakia account is deactivated
The refresh token reaches its 15-day or 30-day limit
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