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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. Open Manage Access (the chatbot's sharing/access dialog)
  3. Enable "Share with Team" — all team members can then use the chatbot
  4. Choose whether to Include Knowledge Base access for team members
  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​

When you grant a team member individual access to a chatbot, you choose a per-chatbot access level:

LevelWhat it controls
View OnlyUse the chatbot (and, if Knowledge Base access is included, view its documents). Cannot edit settings or manage access.
AdminEverything in View Only, plus edit settings, manage access, and redeploy.

These per-chatbot levels apply to team members you grant individual access. People added by email or domain (see Share with Individuals) get plain view-and-use access to the chatbot, not these management levels.

Access level is not the same as upload permission

The access level controls chatbot management. By itself it does not decide who can add content — uploading documents and importing YouTube videos is also governed by the team-level "Allow member document uploads" setting (see Roles & Permissions).

Who can upload documents or import YouTube videos:

  • The chatbot owner, anyone with per-chatbot Admin access, and team owners/admins — always.
  • View Only members (and other plain team members) — only when the team has granted "Allow member document uploads".

So a View Only member can still upload once that team permission is granted, and can't upload without it. (Granting someone Admin on the chatbot also lets them upload, because Admin can manage everything about the chatbot.)

Share with Individuals​

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

  1. Open the chatbot
  2. Open Manage Access
  3. Click "Add People"
  4. Enter email addresses (or a domain)
  5. Click "Share"

External (non-team) recipients added this way get view-and-use access to the chatbot. The View Only / Admin management levels above apply to teammates you grant individual access from the same dialog.

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 the chatbot's knowledge base and its documents
  • Exclude KB - Can use the chatbot but not view its knowledge base

Toggle this in the chatbot's Manage Access dialog. Adding, editing, or deleting documents is controlled separately by upload/delete permissions (see the callout above), not by this toggle.

YouTube Channel Access​

If a chatbot has a connected YouTube channel, you can let specific members browse and load videos from that channel under the connection of the owner/admin who linked it — without sharing the Google login.

In the chatbot's Manage Access dialog, each member row has a YouTube channel access checkbox (alongside Include Knowledge Base access):

  • Owners, per-chatbot Admins, and team owners/admins can already browse a linked channel. The checkbox is off by default for everyone else — grant it per member explicitly.
  • It becomes available only once a channel is linked to the chatbot. To link one, an owner or admin connects YouTube and browses the channel once on this chatbot's Add Content → YouTube screen. The first such browse links the channel to the chatbot.
  • A granted member can then browse the channel and load its videos — but loading still requires document-upload permission (see who can upload above). Videos are fetched under the linking admin's connection; the member never sees the Google credentials.

Private videos​

By default, granted members see only public and unlisted videos. To also expose private videos, enable "Let granted members see private videos" in the same dialog — a per-chatbot, channel-level toggle that is off by default. The member who connected the channel always sees its private videos; everyone else sees them only when this toggle is on.

For the full channel-linking walkthrough, see YouTube Integration → Sharing a connected channel with your team.

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