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Field Guide · level 6 · Advanced and by role

How do you set up one AI assistant your whole team can use?

A shared project, a few skills, the right connectors, one named owner.

5 min · try it 10 min · as of Oct 2026
Bring this to your team · AI implementationOne shared assistant for your team, set up with your admin, with a named owner. Get in touch
01

Same question, three answers

Everyone set up their own AI, so every desk answers differently.

02

One shared desk, four parts

Set up once, for everyone:

  1. A shared project
  2. Three to five skills
  3. Only the connectors needed
  4. An admin, and one owner
03

One project, the right files

Add the current template, the rules and one good example. Share it with the team.

04

A few skills, written once

Turn the jobs you all repeat into three to five skills. Same steps for everyone.

05

Only the connectors it needs

Your admin adds them. Read-only where you can; changes ask first.

06

One owner, a monthly look

One named person keeps it current: newest files, fixed skills, unused apps out.

07

Same question. Same answer.

Fix the shared set-up once; every desk gets the fix.

Try it · 10 minutes

Plan your team's set-up

Job names only, no client names.

  1. List five jobs your team repeats.3 min
  2. Fill them in. Paste into Claude, ChatGPT or Gemini.3 min
  3. Check: three to five skills, few apps, changes asking first.2 min
  4. Add an owner and a monthly date.2 min

The planning prompt

Help me plan one shared AI set-up for my team. Jobs we repeat each week: [job 1], [job 2], [job 3], [job 4], [job 5]. For each job, say: should it be a skill; which files our shared project needs; which apps it must read; what it must change. List what to ask our admin. Use only what I wrote.

Good looks likeA one-page plan to hand your admin.

In your assistant · as of Oct 2026 · Claude, ChatGPT, Gemini

Set it up for the team

Admin steps need an owner or admin role. Missing or locked? Ask your IT team.

  • CheckYour work account
  • CheckAn admin sets it up
  • CheckOne named owner

Work data on the work account only. A shared project shows its files to everyone in it: leave confidential files out.

Claude

Team and Enterprise. A shared project, plus skills and connectors for your organization

Files

Share the project with Can view or Can edit, or make it available to everyone in the organization.

Remove anything confidential first.

Skills
Organization settingsthenPlugins & skillsthenAdd

Owners only. Upload or create a skill: it's on for everyone, and each person can turn it off.

Apps
Organization settingsthenConnectors

An Owner adds a connector for everyone. Each person then connects their own account.

Brake
Always allowNeeds approvalBlocked

An Owner sets this per tool for everyone in Customize > Connectors; members can't override it. Keep write tools on Needs approval.

Skills need Skills and Cloud code execution and file creation turned on, on the Policy tab. Members can share a skill with colleagues; shared skills are view-only.

ChatGPT

Business and Enterprise. A shared project, plus skills and apps for your workspace

Files

Share the project with people or workspace groups, or invite the whole workspace by link (chat access).

Up to 40 files and 100 collaborators.

Skills
PluginsthenSkillsthen•••thenShare

Share a skill with people, groups or the whole workspace, if your admin allows it.

Apps
Admin ConsolethenPlugins

The admin turns apps on for the workspace, and can allow an app's read actions without its write actions.

Shared projects always use project-only memory. On Enterprise, admins choose who may share, publish or install skills under Permissions & roles.

Gemini

Google Workspace. A shared notebook, skills as they arrive, and the apps your admin allows

Files

Share a notebook in Gemini Notebook with Viewer or Editor access.

Skills
CustomizethenSkills

Rolling out to work accounts, expected by mid-November; Google says sharing them follows in the coming weeks.

Apps

Your Workspace admin turns connected apps on or off. Type @ and the app's name to use one.

Google says there are no admin controls for skills in the Gemini app. Your admin decides whether notebooks can be shared outside the organization.

Quick check · three questions

Did it stick?

  1. 1The weekly update comes out differently for each person. Where does the fix go?

    The answer: A One shared how-to is one place to fix, and everyone's next update changes with it.

  2. 2Your team assistant drafts replies to customers. Which connector set-up fits?

    The answer: B Only what the work needs, and changes wait for a person's yes.

  3. 3Three months in, the shared project still holds last year's template. What was missing?

    The answer: C A set-up nobody owns drifts out of date. One person and a monthly look keep it current.
0 of 3 answered
Your team works in Slack?Side note
On Claude Team and Enterprise, Claude Tag (public beta) puts Claude in your Slack channels. An Owner sets it up once and connects its tools for a workspace or a channel.
Plugins for everyoneSide note
Claude Owners can add plugins, which bundle skills and connectors, as Installed by default, Required or Available to install. Members can't edit them. Enterprise admins can set them per group.
Keep the library smallSide note
Your assistant reads each skill's name and description to pick one. Two skills for the same job blur that choice. Retire one before you add another.
Sources, checked 18 Oct 2026Source

Product details as of Oct 2026, each checked on the vendor's own page on 18 Oct 2026. Recheck by 18 Nov 2026. The examples in the pictures are made up for this lesson.

Free kitThe Team PackBring this to your teamAI implementation · Get in touchBack to level 6, Advanced and by role

One shared set-up. One named owner.

Next lesson · 15 minWhich jobs should your team hand to AI first?