Team Management Page Overview

• Located under: Settings > Team Management
• Accessible to: All users
• Purpose: Create and manage teams for copilot sharing and collaboration

Key Features

• Team listing table showing:
  • Team Name
  • Organization ID
  • Team ID
  • Number of Members
  • Conversation History Flag Setting
• Search functionality for finding specific teams
• Create Team button for adding new teams
• Bulk user management tools
• Conversation History Flag Setting:
  • Allows team leads and admins to hide chat history for non-admin team members
  • Default setting: Off (chat history visible to all team members)
  • When enabled, non-admin team members cannot access their conversation history

Team Creation and Membership

• Any user can create a team
• Users can create and belong to multiple teams
• No limit on the number of teams a user can create or join
• No current cap on team size
• Teams can be used for various purposes:
  • Project teams
  • Work style teams
  • Discipline teams
  • Organizational structure (e.g., ICs vs. people managers)

Team Roles and Permissions

Team Viewer

• Can view team information
• Cannot modify team settings or membership
• Can access shared copilots
• Cannot remove themselves from the team

Team Admin

• Can edit team name
• Can manage team membership (add, remove, change roles)
• Can remove themselves (but will lose admin rights)
• Cannot modify certain settings (e.g., Conversation History Flag)
• Can remove other Team Admins

Organization Admin

• Has all Team Admin permissions
• Can manage any team without being a member
• Can modify all team settings including Conversation History Flag
• Can manage team membership for any team

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Note: Team roles are separate from organizational roles. An organizational Viewer can be a Team Admin.

Hide Chat History Feature

The Hide Chat History feature allows team leads and admins to restrict access to conversation history for non-admin members of their team. This feature is designed for teams working with sensitive information or in situations where retaining access to past conversations is not appropriate.

How to Enable Hide Chat History

1. Navigate to the team management page
2. Locate the team you want to modify
3. Find the "Conversation History Flag" setting
4. Toggle the setting to "On" to hide chat history for non-admin team members

Important Considerations

• Only team creators, team admins, and organization admins can modify this setting
• The setting applies to all non-admin members of the team
• This affects access to conversation history across all copilots, not just team-specific ones
• When enabled, non-admin team members will not have access to:
  • The All History page
  • Individual copilot conversation histories
  • Past conversations once they start a new one or log out

Best Practices

• Use this feature for teams dealing with sensitive information
• Inform team members when this feature is enabled
• Encourage team members to save important information externally when needed

Creating a New Team

1. Click "Create Team" button
2. Enter team name
3. Add team members (optional)
4. Set member permissions (Viewer or Admin)
5. Click Create to confirm

The user who creates the team automatically becomes a Team Admin.

Managing Team Membership

• Add users individually or in bulk using comma-delimited lists
• Update or remove users in bulk for efficiency
• Team Admins can add users and edit their access levels
• Add potential users who haven't yet joined Fuel iX (they will appear as "pending")

Adding Pending Users to Teams

Fuel iX allows you to add users to teams even before they've created their account. This "pending user" feature enables you to set up team structures and copilot sharing in advance, so new team members can hit the ground running when they join.

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Best Practice

Use pending users when onboarding new team members or planning for future hires. Set up their access in advance so they have immediate access to the right copilots and teams on day one.

How Pending Users Work

When you add a user by email address who doesn't yet have a Fuel iX account:

1. The user appears with a "Pending" indicator in your team member list
2. The user is NOT notified via email (by design, since they may not have access yet)
3. When the user creates their Fuel iX account using that email address, they automatically gain access to:
   • All teams they were added to
   • All copilots shared with those teams
   • Any directly shared copilots

Adding a Pending User

The process is identical to adding an existing user:

1. Navigate to your team settings
2. Click "Add Member" or "Share Copilot"
3. Enter the user's email address
4. Select their role/permissions
5. Save changes

The system will automatically detect if the user exists or is pending.

Managing Pending Users

• Visibility: You can only see pending users that you personally added to teams you manage
• Status: Pending users show a "Pending" label in the team member list
• Removal: Pending users can be removed from teams the same way as active users
• Automatic Activation: Once the user logs in for the first time, their status automatically changes from "Pending" to "Active"

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Note

Only add pending users if you're certain they will receive login credentials through your organization's official onboarding process. Pending users receive no notification from Fuel iX.

Copilot Sharing with Teams

• Copilots can be shared with up to 25 individuals directly
• For sharing with more than 25 individuals, create a team
• Copilots shared with a team are automatically shared with:
  • Current team members
  • Future team members upon joining
  • Pending users once they join the organization
• Only the owner of a copilot can share it with a team
• Team Admins are viewers of team copilots unless they own the copilot
• Shared team copilots appear on each user's My Copilots page, grouped by team

Viewing Team Copilots

• Team members can access shared copilots on the My Copilots page in Fuel EX
• Copilots are grouped by team for easy access
• Users who are not team members cannot see team-shared copilots

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Best Practices for Team Management

• Regularly review team memberships to ensure appropriate access
• Use descriptive team names for easy identification
• Limit the number of Team Admins to maintain clear leadership
• Encourage teams to share relevant copilots to maximize collaboration

Team Ownership and Transfer

• The original team creator is automatically an admin
• To transfer ownership:
  1. Add another user as a Team Admin
  2. Remove yourself as a member of the team
• There is no direct ownership transfer feature

Limitations and Considerations

• No in-app notifications for team membership changes
• Users cannot request to join specific teams; membership is managed by Team Admins
• Team Viewers cannot remove themselves from teams; this action requires a Team Admin or Organization Admin
• No way to see all copilots shared with a specific team in one view (outside of My Copilots page)

Troubleshooting

• If you can't find a team, try using the search function
• If you can't modify a team, check your role within that team
• For any persistent issues, contact your Organization Admin

FAQ

For Admins/Team Leads

Q: Why would I want to hide chat history for my team?
A: This feature is useful for teams dealing with sensitive information or in situations where retaining access to past conversations could pose security or privacy risks.

Q: Can I selectively hide history for specific copilots?
A: No, the setting applies to all copilots accessed by team members.

Q: Will this affect my access to conversation history as an admin?
A: No, admins and team leads retain full access to conversation history.

For Users

Q: I can't see the All History page. What's wrong with my access?
A: You may belong to a team that works with sensitive information, and your team lead or admin has enabled the "Hide Chat History" feature. This is a security measure to protect sensitive data. You can still use all your accessible copilots, but you won't be able to view past conversations once you start a new one or log out.

Q: Can I request access to my conversation history?
A: For security reasons, access to past conversations is not available when this feature is enabled. If you need specific information from a past conversation, please contact your team lead or admin for assistance.

Q: How can I save important information from my conversations?
A: Since you won't have access to past conversations, it's important to copy or save any crucial information before ending your current session. You can use the "Copy Response" feature to save important parts of your conversation externally.

For more information on how teams enhance collaboration and copilot sharing, see the User Guide: Collaboration and Team Sharing page.