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Share Request Workflow

When team members create their own chatbots, they can request to share them with the team for wider access.

Overview​

This workflow is specifically for:

  • Team members who have created their own chatbots
  • Requesting to share those chatbots with the team
  • Getting owner approval before sharing
Billing Changes on Approval

When a share request is approved, the team owner becomes responsible for all usage costs of that chatbot. Owners should consider this before approving.

How It Works​

  1. Member creates chatbot - Member builds a chatbot (billed to them)
  2. Request to share - Member requests to share with team
  3. Owner reviews - Owner receives and reviews the request
  4. Decision - Owner approves or denies
  5. Billing shifts - On approval, billing moves to team owner

Submitting a Share Request​

If you're a team member with your own chatbot:

  1. Open your chatbot
  2. Go to "Settings" > "Sharing"
  3. Click "Request to Share with Team"
  4. Add a reason (optional but recommended)
  5. Click "Submit Request"
Why Include a Reason?

A clear reason helps the team owner understand why this chatbot would benefit the team and makes approval more likely.

Request Status​

StatusDescription
PendingWaiting for owner review
ApprovedOwner granted the request
DeniedOwner rejected the request
ExpiredNo response within 7 days

Viewing Your Requests​

  1. Go to "Teams" > "Share Requests"
  2. View all your pending and past requests
  3. See status and responses

For Owners: Reviewing Requests​

Understanding the Billing Impact​

Before reviewing requests, understand that approving a share request means you take on billing for that chatbot:

Before ApprovalAfter Approval
Member pays for chatbotYou (owner) pay for chatbot
Usage billed to memberUsage billed to team
Member's plan limitsYour team plan limits

View Pending Requests​

  1. Go to "Teams" > "Share Requests"
  2. Or check the notification bell
  3. See all pending requests

Approve a Request​

  1. Click on the request
  2. Review the chatbot details
  3. Consider the billing implications
  4. Click "Approve"
  5. Chatbot is shared with team automatically
  6. Billing responsibility transfers to you

Deny a Request​

  1. Click on the request
  2. Review the details
  3. Click "Deny"
  4. Optionally add a reason
  5. Chatbot remains with the member

Notifications​

  • Requesters receive email when request is reviewed
  • Owners receive email when new request is submitted
  • In-app notifications also appear

What Happens After Approval​

For the Member (Original Creator)​

  • Chatbot is now shared with the entire team
  • You retain co-ownership and full edit access
  • You are no longer billed for this chatbot
  • Usage now counts against team limits, not yours

For the Team Owner​

  • Chatbot appears in team's shared chatbots
  • You are now responsible for all billing
  • Usage counts against your team plan
  • You can manage access and settings

For Other Team Members​

  • Chatbot appears in their shared chatbots
  • Access based on sharing permissions
  • Can use the chatbot per their role

Best Practices​

For Requesters​

  • Provide clear reasons for sharing
  • Explain the value to the team
  • Ensure the chatbot is ready (tested, documented)
  • Consider timing of the request

For Owners​

  • Review requests promptly
  • Consider business need and value
  • Factor in billing impact when deciding
  • Communicate decisions to requesters
  • Document approval reasoning

Billing Summary​

ScenarioWho Pays
Member's chatbot (not shared)Member
Member requests to share (pending)Member
Request approvedTeam Owner
Request deniedMember