Teams and Sharing
A team is a group of people on the same DocsGPT instance who share agents, sources, prompts and tools. Any signed-in user can create a team. Sharing never changes who owns something: you stay the owner, and people you share with get Viewer or Editor access.
Teams are useful on an instance where each person signs in with their own account, which in practice means SSO with OIDC. This page covers the web app. For the roles model, the team API and exactly what runs with whose access, see Access Control & Teams.
Create a team
- Open Settings → Teams, or open the team switcher at the top of the sidebar and choose Create team.
- Choose New team, enter a Team name, then choose Create. To add a description, open the team and choose Edit.
You are the team’s owner and one of its admins.
Add members
- In Settings → Teams, select the team and choose Add member.
- Enter the person’s email under Member email, pick a Role (member or admin), and choose Add.
The person must have signed in to DocsGPT at least once. Otherwise DocsGPT can’t find them and shows “No user with that email — they must sign in once first.” New members get an Added to a team notification.
Roles
| Role | Can |
|---|---|
| member | See the team, its members and what is shared with it, and use what is shared with them. |
| admin | Everything a member can, plus Edit the team’s name and description, add and remove members, change roles, and unshare anything shared with the team. |
| owner | The person who created the team. An admin who can also Delete team. |
Admins change a member’s role from the drop-down next to their name and remove them with Remove. A team always keeps at least one admin, and the owner can’t be demoted or removed. The web app has no button to leave a team or to transfer ownership; use the team API for those.
Switch teams
The name at the top of the sidebar is the team switcher. It lists your teams and Create team; while a team is selected it also shows Manage team and Personal account, to switch back. Switching changes only the header and which team Manage team opens. It doesn’t filter your agents, sources or chats: you always see everything you own plus everything shared with you.
Share with a team or a teammate
- Open the menu of the item and choose Share with team:
- an agent: on its card in Agents, or in the agent editor,
- a source: in Settings → Knowledge,
- a tool: in Settings → Tools,
- a prompt: in the prompt list under Settings → General.
- Under Add people or teams…, pick a whole team or one person from your teams.
- Choose Viewer or Editor, then Done.
| Item | Viewers | Editors |
|---|---|---|
| Agent | Chat with it and pin it | Edit it, publish it, see logs and manage schedules |
| Source | Browse, search and use it in their agents | Edit chunks and files, sync, change settings |
| Tool | Use it inside the owner’s agents and, by default, in their own agents | Change actions and approvals, and by default its credentials |
| Prompt | Read it, use it in their agents and, by default, duplicate it | Change the text |
As the owner, you can change this under Access settings in the same dialog. Some switches are off by default and widen access, such as Editors can share, Editors can delete and Viewers can see logs; by default, only the owner shares or deletes. Others are on by default and narrow access when you turn them off:
- agents: Editors can manage access details,
- sources: Viewers can see settings,
- tools: Editors can change credentials and connection and Viewers can use it in their own agents,
- prompts: Viewers can duplicate.
Sharing an agent doesn’t share the tools, sources and prompt it uses; people reach them only through the agent, with the access the dialog lists under What this agent uses. Shared tools run with the owner’s saved credentials, and nobody you share with can read them. See Sharing agents and what they use.
Where shared items appear
- Agents: under the Team filter (“Agents your teammates shared with you”). The Discovered filter is different: it lists public agents you opened from a link.
- Sources: in Settings → Knowledge, and under Shared with team when you pick sources for a chat or an agent.
- Tools: in Settings → Tools, and in the chat’s tool menu with a Shared by line naming the team.
- Prompts: in the prompt list under Settings → General.
Shared agents, sources and tools carry a Viewer or Editor badge. Each share also sends a Shared with you notification.
Stop sharing
- To remove one grant, open Share with team on the item and choose Remove access next to the team or person.
- In Settings → Teams, a team’s Shared resources list shows everything shared with it. Open an item to see who has access in that team and choose Remove access, or choose Manage sharing to open its share dialog.
Only the owner, an editor allowed to share, or a team admin can remove a share.
Team shares are only for signed-in users on your instance. To let anyone read a conversation, see Sharing conversations. To publish an agent to the public, use its Access Details (API key, public link or widget).
Related
- Access Control & Teams: roles, the team and sharing API, sponsors, and what happens when a resource stops working.
- Usage Quotas: per-member team allowances.