Sharing an Agent With Your Team — Permissions and Workspaces
From a personal agent to a team asset
Once your personal agent starts answering well, the next thought comes naturally: "I should show this to my teammates."
This guide walks through the safest way to promote an agent from personal → shared with the team.
Three things to check first
Before you share it, run through these three points:
- Is your name or internal nickname inside the persona card? — Strip it out. Cleaner that way.
- Are personal documents mixed into the attached knowledge? — Leave only team-appropriate ones.
- Is it clear what this agent should not answer? — This becomes much more important once a group can use it.
Doing this trims the post-share incident rate by more than half.
Step 1 — Pick a workspace
Agents are shared at the workspace level. If your team already has a workspace, use it. Otherwise, create one in the console.
Example: "Marketing team", "Customer support team"
Step 2 — Move the agent
On the agent's detail page, the Share button is in the top-right. Click it and choose "Move to team workspace".
After the move, anyone in that workspace can start using the agent immediately.
Step 3 — Set up roles
Even on the same agent, different people should be able to do different things. Three levels are usually enough.
| Role | Can |
|---|---|
| Member | Use, ask questions |
| Editor | Edit persona and knowledge |
| Admin | Grant access, connect external channels |
Don't slice this too finely up front. Just splitting Editor from Member is plenty for most teams. Always have at least two Admins — if the only person who can grant access is on vacation, you will regret it.
Step 4 — A five-line README
The most common incident right after sharing is "no one on the team knows what this agent is actually for." Pin a short note to the workspace announcement:
This agent helps with marketing copy. It only references the internal guideline PDF. Don't ask about pricing or contract terms — it won't answer. If you see an odd reply, hit "Report" from the share menu. Owner: Jiwon
That single page raises team satisfaction noticeably.
What to watch in the first week
The first week after sharing is when the agent wobbles most. Five minutes a day on these three is enough:
- Reported answers — even one report is enough signal to look at the persona or knowledge for what slipped.
- Unanswered question list — pick the top one or two and add a document for them that same week.
- One user interview — ask one teammate "the one weird thing you noticed" — almost every improvement signal lives there.
How many users per agent?
There is no hard number. But once you cross 20–30 users, one agent rarely fits all of them well. That's the point to split into a second agent with a similar persona but a different audience (say, "Marketing org / Sales org") — answers stabilize faster.
FAQ
Q. Can I still edit the agent after moving it? Yes. The user who moved it is automatically given the Editor role.
Q. Can I see my teammates' conversations? Depends on the role. Only Admins can see the full conversation log.
Q. Can I move it back to personal? Yes. Use "Move to my private archive" from the workspace. Teammates' past conversations stay attached to the workspace.
A good team agent is rarely good on day one of sharing. Polish it as a personal agent first, then promote it. That order is what reduces incidents most. Once you have done it once, the next one will be much faster.
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