Skip to main content

Managing Your Team

Learn how to add team members, manage permissions, and collaborate effectively with your organization.

Setting Up Your Organization​

Create Your Workspace​

When you first sign up, you'll create your organization - this is your team's workspace where all your avatars and projects live.

  1. Choose an organization name - Usually your company name
  2. Create your first project - Name it based on what you're building
  3. Start creating avatars in your project

Inviting Team Members​

Send Invitations​

  1. Go to Organization Settings (click the gear icon)
  2. Click "Invite Members"
  3. Enter email addresses - One per line or separated by commas
  4. Choose their role - See role descriptions below
  5. Click "Send Invitations"

Team Roles​

Owner (You)

  • Full control over everything
  • Can delete the organization
  • Manages billing and subscriptions
  • Can change anyone's role

Admin

  • Can invite and remove team members
  • Can create and delete projects
  • Can manage all avatars
  • Cannot delete the organization or change billing

Editor

  • Can create and edit avatars
  • Can upload documents
  • Can test avatars
  • Cannot invite team members or delete projects

Viewer

  • Can view and test avatars
  • Can see conversation analytics
  • Cannot edit anything
  • Good for stakeholders who want to see progress

Managing Projects​

Organize by Purpose​

Create different projects for different needs:

  • Customer Support - Avatars that answer customer questions
  • Sales - Avatars that help with product information
  • Training - Internal avatars for employee education
  • Marketing - Avatars for lead generation

Project Permissions​

You can control who has access to each project:

  1. Go to Project Settings
  2. Click "Members"
  3. Add or remove team members from the project
  4. Set their project-level permissions

Collaboration Best Practices​

Organize Your Content​

Use Clear Naming

  • Name avatars clearly: "Customer Support Bot", "Product Demo Assistant"
  • Use descriptive project names: "Website Customer Support", "Sales Team Tools"
  • Organize documents with helpful titles

Document Everything

  • Write clear personality descriptions for avatars
  • Keep notes about what documents you've uploaded
  • Document any special instructions for team members

Share Knowledge​

Train Your Team

  • Show team members how to test avatars before making changes
  • Create a shared document with your avatar personalities and purposes
  • Set up regular reviews to improve avatar performance

Monitor Usage Together

  • Review conversation analytics as a team
  • Identify common questions that need better answers
  • Update content based on what users are actually asking

Managing Billing and Usage​

Track Token Usage​

Organization Level

  • See total tokens used across all projects
  • Monitor which projects use the most tokens
  • Set budgets and limits if needed

Project Level

  • Track usage per project
  • See which avatars are most popular
  • Plan capacity based on growth

Upgrade When Needed​

Signs You Need to Upgrade:

  • Running out of tokens before month-end
  • Team members waiting to access features
  • Need more document storage
  • Want priority support

Security and Access Control​

Keep Things Secure​

API Keys

  • Each project gets its own API keys
  • Only share keys with people who need them
  • Regenerate keys if someone leaves the team
  • Set domain restrictions for website embedding

Content Protection

  • Your organization's data stays private
  • Team members can only see projects they're assigned to
  • Documents are only accessible within your organization

When People Leave​

Removing Team Members

  1. Go to Organization Settings
  2. Find the person in the member list
  3. Click "Remove"
  4. Their access is immediately revoked

Transfer Ownership (if needed)

  1. Go to Organization Settings
  2. Find the new owner in the member list
  3. Change their role to "Owner"
  4. Your role will change to "Admin"

Getting the Most from Your Team​

Regular Check-ins​

Weekly Reviews

  • Look at conversation analytics together
  • Discuss what questions people are asking
  • Plan content updates and new avatars

Monthly Planning

  • Review token usage and plan for next month
  • Discuss new projects or avatar ideas
  • Train new team members

Scale Your Success​

As You Grow

  • Add more team members to handle increased workload
  • Create specialized avatars for different departments
  • Use projects to organize work by team or function
  • Consider upgrading to higher plans for more features

Best Practices for Large Teams

  • Assign project leaders to manage specific initiatives
  • Create templates for avatar personalities
  • Standardize document naming and organization
  • Set up approval processes for public-facing avatars

Need Help?​

Team Training​

  • Email us at support@oktalkto.me for team training sessions
  • Share this guide with new team members
  • Practice together - have team members test each other's avatars

Common Team Issues​

  • Too many editors - Consider viewer roles for stakeholders
  • Conflicting changes - Set up approval processes
  • Unclear permissions - Review roles and project assignments regularly

Building great avatars is a team effort. With clear organization and good collaboration, your team can create amazing conversational experiences together!