Time: ~45 minutes
Skill level: Intermediate
What you'll have by the end: A copilot shared with your team, a plan to onboard them, and the configuration decisions made that make team use work smoothly.

When to scale

A copilot is worth scaling to a team when:

• You've been using it yourself and it consistently delivers value
• The use case applies to multiple people on your team (not just you)
• You've refined the system prompt to the point where responses are reliable

Don't scale a copilot before you've tested it yourself. Every hour you spend getting it right before sharing saves your team hours of working around an imprecise tool.

Step 1: Audit your copilot before sharing (10 minutes)

Before anyone else uses it, check these things:

System prompt clarity — Does the prompt tell the copilot exactly what to do? Is it specific about the audience, output format, and constraints? Read it as if you've never seen it before.

Tool relevance — Does every enabled tool actually serve the use case? Disable anything that isn't needed.

Knowledge base currency — If your copilot has a knowledge base, are the documents current? Stale content produces stale answers.

Conversation starters — Add 3–5 concrete examples of how to use the copilot. These are the first thing people see when they open it. Make them realistic, not generic.

Name and description — Is the name descriptive enough that someone who's never used it knows what it does? Does the description give a one-sentence explanation of the use case?

Step 2: Decide on access level (5 minutes)

There are three access levels when sharing a copilot:

Viewer — Can chat with the copilot; cannot edit any settings. Right for most team members.

Admin — Can edit the copilot's settings, system prompt, and tools; cannot delete it. Right for a trusted collaborator who will help maintain it.

Private — You're the only user. Not what you want here.

For a team copilot, most users should be Viewers. Consider making one or two trusted people Admins so you have backup maintainers.

Step 3: Share the copilot (5 minutes)

1. Open your copilot's settings.
2. Go to the Sharing section.
3. Search for your team by name and add them as Viewers.
4. Save.

Adding a team means all current and future team members automatically get access. If you add individuals instead of a team, you'll need to add new people manually.

Sharing guide →

Step 4: Brief your team (15 minutes)

The best copilots get underused when people don't know what they're for or how to get value out of them. Take 10–15 minutes — in a Slack message, a team meeting, or a short writeup — to cover:

What it does: One sentence. "This copilot turns our raw meeting notes into structured action items and follow-up summaries."

What to give it: Be specific about inputs. "Paste in your notes after the meeting. The more detail, the better the output."

What to expect: Set honest expectations. "It usually nails the format but sometimes misses context that wasn't in the notes — review before sending."

Where to find it: "It's in your sidebar under My copilots once Mark shares it with you."

How to give feedback: If you want to improve it based on team usage, tell them how. "If a response misses the mark, hit thumbs down and leave a comment — I check the feedback tab."

Step 5: Monitor and improve (ongoing)

After your team has used the copilot for a week or two:

Check the Feedback tab. Open your copilot's settings and review the feedback users have left. Look for patterns — are there types of requests it handles poorly? Are there format issues that keep coming up?

Ask your team directly. "What's working? What's not?" The best copilot improvements come from actual usage feedback.

Update the system prompt. As you learn how your team actually uses the copilot vs. how you anticipated they would, adjust the prompt to match.

Keep the knowledge base current. If you have a knowledge base attached, schedule a regular review (monthly is usually enough for stable reference content; more often for fast-changing docs).

If you want to make it an official copilot

If the copilot becomes widely used and would benefit more of the organization, talk to your admin. They can promote it to an Official copilot, making it available to the whole organization with a prominent placement in the sidebar.

Official copilots →

Next steps

• Custom copilots guide — all the settings in detail
• Sharing and collaboration — sharing options and permissions
• Memory — for team copilots, consider whether copilot memory would help