Set up Opisense for a team

Shared bots let a team work the same way without sharing their inboxes. Plan your spaces, roles and shared bots before inviting everyone. For turning teams on and inviting people, see Teams.

What's shared in a team space

A team space shares its bots, not each person's data:

So when a teammate chats with a shared bot, it works with their Gmail, their files and their approval settings, never yours. Each person connects the apps a bot needs in their own first chat with it.

Warning

Knowledge sources are the exception. A Google Drive folder someone adds answers everyone in the space through that person's Drive account, including documents others couldn't open in Drive themselves. Only add folders everyone in the space may read.

Plan your spaces

• Make one team space per group that shares work: a department, a project or a client. Everyone also keeps private spaces for their own bots.
• Agencies: make one team space per client and add only the people on that account. Each client's documents, bots and pages then stay in its space.
• Owners and admins are in every team space and can't be left out of one. Give those roles only to people who may manage every space.
• There is one design system for the whole organization. For a client's own look, attach their brand guidelines in the chat, or describe them in that client's bot's instructions.

Pick roles

No role can read another person's chats. A team has one owner; make that the person who handles billing, add one or two admins, and make everyone else a member.

Build the shared bots

1. Check whether a bot for the job already exists. To start from one, right-click it and choose Duplicate.
2. Have one person build each bot and stay its owner: only they and the admins can change it, so tell the team whom to ask.
3. Name it after its job ("Sales research", "Acme support"), and write one line in How other bots see it. Write the instructions with Write good instructions.
4. Write the apps it needs into its instructions ("uses HubSpot and Gmail"), so it asks each teammate to connect them in their first chat.
5. Test it in your own chat, then tell the team it's ready. Chats are private, so ask people directly how it's going.

Some things are per person, so put team-wide know-how where everyone's chat can read it:

• Rules and procedures: in the bot's instructions. Memory, shared memory and skills are each person's own.
• Reference documents: in a knowledge source in the space.
• A team report: one person owns the routine, and shares the result as a page with the space, or has the routine post it to a Slack channel.

Onboard people

Invite people from Settings → Organization → Members. Each person who joins adds a seat. When they join, they're added to every team space, and their existing spaces come along as private spaces.

Send them a short welcome: which bots the team has, what each is for, and who owns each. Their first steps:

1. Open a team space and say hello to a shared bot.
2. Connect the apps it asks for.
3. Check Settings → Approvals. See Approvals.

When someone leaves

Remove them in Members, or they choose Leave team. Their work stops, and their app connections, credentials and chats in team spaces are deleted. Bots they made go to the owner. Knowledge sources they added pause until someone asks a bot to learn the folder again with their own Drive.

Remove people rather than having them delete their account: deleting an account also deletes every bot that person made, team bots included. See Remove someone or leave.

Credits

The team shares one pool of credits, and only the owner can add more. When it runs out, members see Out of credits. Ask a team owner to top up. A member who connects their own model provider in Settings → Models runs on it instead of the team's credits.

Settings → Usage shows each person their own use in the space they're in; there's no team-wide view yet. See Account and billing.