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Sharing Chatbots

Share chatbots with team members or grant individual access.

Share with Team​

Share a chatbot with all team members:

  1. Open the chatbot
  2. Go to "Settings" > "Sharing"
  3. Toggle "Share with Team"
  4. Select access level (view, edit, full)
  5. Click "Save"
Billing Implications

When you share a chatbot with your team, the team owner becomes responsible for all usage costs of that chatbot. The original creator retains co-ownership but billing shifts to the team owner.

Who Pays for Shared Chatbots?​

Understanding billing is critical when sharing chatbots:

Chatbot TypeWho Pays
Personal (not shared)Creator
Shared with teamTeam Owner
After ownership transferNew Owner

What's Included in Usage Costs​

When the team owner takes on billing responsibility, they pay for:

  • AI queries - All chat interactions
  • Document processing - Parsing and indexing
  • Storage - Knowledge base storage
  • Embeddings - Vector embeddings for search
For Members

If you're a team member and create a chatbot, it's billed to you until you share it with the team. Once shared and approved, the team owner pays.

Access Levels​

LevelWhat They Can Do
ViewTest chatbot, view settings
EditModify settings, knowledge base
FullAll edit permissions + deploy

Share with Individuals​

Share with specific people (even non-team members):

  1. Open the chatbot
  2. Go to "Settings" > "Sharing"
  3. Click "Add People"
  4. Enter email addresses
  5. Select access level
  6. Click "Share"
Individual Sharing and Billing

When sharing with individuals outside your team, you remain responsible for billing. Individual sharing does not transfer billing responsibility.

Knowledge Base Access​

When sharing a chatbot, you can control knowledge base access:

  • Include KB - Can view and edit documents
  • Exclude KB - Can use chatbot but not manage documents

Toggle this in the sharing settings.

Non-Owner Sharing​

If you're not the chatbot owner:

  1. You can request to share
  2. A share request is sent to the owner
  3. Owner approves or denies
  4. See Share Request Workflow

Viewing Shared Chatbots​

Chatbots Shared with You​

  1. Go to "Chatbots"
  2. Click "Shared with Me" tab
  3. View all chatbots others have shared

Your Shared Chatbots​

  1. Go to "Chatbots"
  2. Open a chatbot
  3. Go to "Settings" > "Sharing"
  4. See who has access

Removing Access​

  1. Go to "Settings" > "Sharing"
  2. Find the person or team
  3. Click "Remove"
  4. Confirm removal

Best Practices​

  • Only share with those who need access
  • Use appropriate access levels
  • Regularly review who has access
  • Remove access when no longer needed
  • Understand billing implications before sharing with team