Tutorial: Set Up Your Team

In this tutorial, you'll set up an organization for your team, invite members with the right roles, configure which tools everyone can use, and share workflows across the group.

The scenario

You're rolling out ToolPlex to a 10-person operations team. You want:

• Managers to have full access and the ability to create automations
• Team members to use chat and run playbooks, but not modify settings
• Only approved tools connected to your internal systems
• A custom prompt so the AI understands your business context

Step 1: Create your organization

Open ToolPlex Desktop and create a new organization. You'll become the Owner with full control.

Head to the Org Settings panel. Note your Scope ID — you'll need this if you plan to publish custom tools later.

Step 2: Invite your team

Go to the Team panel and invite members by email:

• Invite your managers as Admin — they can manage settings, create automations, and invite others
• Invite your team members as Member — they can use chat, run playbooks, and view the team
• Invite stakeholders who only need visibility as Viewer — read-only access

Each person receives an email invite. Once they accept and sign in, they'll see the organization's shared tools and playbooks.

Custom roles

If the built-in roles don't fit, create custom roles from Team > Roles & Permissions. For example, you might create an "Automation Manager" role that can create automations but not manage team membership.

Step 3: Approve tools for your team

By default, team members don't have access to any tools. You decide what's available.

Go to Org Settings > Approved Tools and add the tools your team needs:

• Your custom internal tools (inventory, orders, CRM)
• Public tools from the catalog (Gmail, Slack, Google Calendar)

Only approved tools appear in chat and automations for your team.

Tool overrides

If a tool has capabilities you don't want exposed, use tool overrides to disable specific functions. For example, you might approve a database tool but disable its write operations.

Tool confirmation

For sensitive tools, enable tool confirmation in Org Settings. This requires the AI to pause and show the tool call for review before executing. You can configure this per tool — so routine lookups run automatically while data modifications require approval.

Step 4: Set agent instructions

Go to Org Settings > Agent Instructions and add context about your business:

You are an AI assistant for our operations team. We're a food distribution company serving restaurants and hotels across the region. Our fiscal year starts in April. When discussing inventory, always specify the warehouse. When creating reports, use metric units and local currency.

These instructions are applied to every conversation across your organization. You can reference specific tools and playbooks using @ mentions.

Step 5: Configure model access

In Org Settings > Allowed Models, choose which AI models your team can use. If you want everyone on the same model for consistency, set a Default Model as well.

Step 6: Share playbooks

Once your team starts using ToolPlex, useful workflows will emerge from chat conversations. To share them across the team:

1. Open a playbook from the Playbooks panel
2. Change its privacy level to Organization
3. Now everyone on the team can find and run it

Encourage your team to share playbooks for common tasks: generating reports, checking order status, reviewing inventory levels. Over time, this builds a library of standard operating procedures that any team member — or automation — can execute.

Step 7: Set up automations

With tools approved and playbooks shared, your admins can schedule automations:

1. Open a playbook and click Automate
2. Set a schedule (daily, weekly, or webhook-triggered)
3. Add oversight — notifications for routine tasks, approvals for anything sensitive
4. Add team members as recipients

See Automate a Weekly Report for a detailed walkthrough.

What you've built

• An organization with role-based access control
• Approved tools scoped to your team's needs
• Agent instructions that give the AI your business context
• Shared playbooks that capture team knowledge
• Automations running on schedule with human oversight

Tips for rolling out

Start small. Begin with 2-3 tools and a handful of playbooks. Add more as your team gets comfortable.

Use read-only mode for onboarding. New members can enable Read-Only Mode in their settings while they learn the platform. This prevents accidental playbook creation.

Review automations regularly. Check run history for failures and refine playbook steps as your processes change.

Create playbooks for common questions. If multiple people ask the AI the same thing, turn it into a shared playbook so the workflow is consistent.

Next steps

• Build a custom tool for your internal systems
• Add webhook triggers to respond to external events
• Configure human-in-the-loop for sensitive operations