Set up a small team
One record the whole team can read, a key per person, shared how-tos that survive people leaving, and agents that work on the same board as everyone else.
The same three ideas that work for one person (one memory, any AI, closed loops) work for a team, with one addition: everyone gets their own access, so nobody shares a login and leaving is clean.
What you need
- Admin access to the modules your team will use.
- One process that currently hurts, for example onboarding, the weekly report, or client handovers. Start there, not everywhere.
1. Decide what's shared (10 min)
| Shared with the team | Kept personal |
|---|---|
| How-tos, runbooks and team knowledge | Personal notes and goals |
| Team projects and cycles | Private finances |
| Clients and deals | Personal contacts |
In the Data Base, put team material in its own space and invite teammates there. Keep personal bases in personal spaces.
2. Invite people (10 min)
| Module | Where | Notes |
|---|---|---|
| Data Base | The team space's settings → collaborators | Give each person the lowest role that lets them work |
| Project Management | Workspace members | Only workspace admins can change an agent's settings |
| CRM | Workspace members and roles | Give the Data Centre permission only to whoever manages the integration |
| Agentic Platform | User accounts | Each person adds their own connections with their own tokens |
3. One key per person, per app (10 min)
Everyone creates their own tokens (Create access tokens) and connects their own AI apps. An AI acting for someone can see exactly what that person can see, and no more.
The exception is a shared integration token, such as the one a project uses to browse the Data Base. Make it read-only and limited to the team space, because everyone who uses the integration browses with its permissions.
4. Write the team's how-tos (20 min)
Pick the process that hurts and write it down the way your best person does it, under a team knowledge type, such as "Runbooks" under "Team". Then test it with someone new:
I'm new. How do we deploy the website?
If the answer is right, the knowledge no longer lives in one person's head.
5. Put agents on the board (10 min)
Create agents as members in Project Management (Assign work to an agent) for the repetitive parts: drafting the weekly report, preparing onboarding checklists, first-pass research. People and agents then share one board, and everything an agent finishes waits for a person to approve it.
When someone leaves
- Remove them from the team space, the project workspace and the CRM. Their tokens stop reaching team data at once, because a token can only see what its owner can.
- Ask them to revoke their tokens too, or deactivate their account if it was a work account.
- If they knew a shared integration token, replace it.
- Reassign their open work items.
Their how-tos, notes and history stay, which is the point.
Check it worked
- A newcomer got a correct answer from the team's how-tos without asking a person.
- Every teammate uses their own tokens. No shared logins.
- One recurring job is now drafted by an agent and approved by a person.
Next
Run the weekly review as a team, and close projects with a retro. That's how the team gets better every week, not just busier.