An agent is set up by one person, and it works as that person: it drafts from their inbox, reads what they can open, and only they can change it. That is fine for a personal agent. When the whole team relies on an agent, it decides whose inbox a draft lands in, who can switch the agent off, and what happens when someone leaves. This playbook covers how to set agents up for a team so each one runs where you expect.
New to agents? Start with Agents, then How to build a great agent.
Every agent belongs to one person
The person who creates an agent owns it, and every run happens as them:
Email - drafts and sends go from the owner's own connected account. An agent cannot use a colleague's inbox.
Access - the agent reads only what its owner can open. When its trigger fires on something the owner can't open, such as a teammate's meeting recording that was never shared with them, the run is skipped and uses no credits.
Connectors - Slack and custom MCP tools use the owner's connection. See Available tools.
An agent can't be handed to someone else, and you can't add an editor to one. To give a teammate an agent of their own, have them duplicate yours.
Choose one shared agent or one per teammate
Ask whose name the agent's work should carry.
One per teammate - for anything that drafts or sends email, or should follow each person's own meetings. A post-meeting follow-up belongs here: each copy drafts from its owner's inbox, for meetings its owner can open.
One shared agent - for work whose output does not depend on whose account it is, such as updating fields on a deal or posting a summary to a team Slack channel. Pick an owner whose access covers the records the agent works on.
Give each teammate their own copy
Build the agent for yourself and test it with Run agent until you are happy with it.
Set it to Public so your teammates can find it in their Agents list. A Private agent is visible only to you and your workspace admins.
Each teammate connects their own email under Connectors, plus anything else the agent's tools need.
They open the agent, click the ⋯ menu and choose Duplicate. This opens a Rep chat, and Rep asks what they want to do differently before it builds the copy.
They tell Rep what to change. If the trigger is limited to one person, such as deals you own, they ask Rep to limit it to them instead.
They review the copy's trigger, instructions and tools before it next runs. The person who duplicates an agent owns the copy.
On a meeting two teammates both attended, each copy runs once. Each of them gets a draft in their own inbox, and both runs use credits.
Run one shared agent
Decide who owns it. Their email account, Slack connection and access are what the agent uses.
Build it from that person's account, so they are the owner.
Set it to Public so the team can see it.
The agent skips meetings its owner can't open. To have one agent cover every new meeting, a workspace admin can switch Meetings to Everyone under Settings → Workspace → Email and meetings → Access. That opens new recordings and transcripts to every member, not only to the agent, so read Bringing your team into Clarify before you change it.
When someone joins or leaves
Joining - during setup, a new teammate is offered ready-made agents, and accepting one turns it on. After someone joins, an admin should open Agents and filter by Created by to see what the new person has turned on. If a copy repeats work an existing agent already does, switch it off with the Enable toggle at the top of its page.
Leaving - removing someone from the workspace switches off every agent they own. Their agents stop running and nothing is transferred, so rebuild or duplicate anything the team still needs before you remove them.
What admins can and cannot do
A workspace admin can:
See every agent in the workspace, including teammates' Private agents.
Switch any agent on or off with the Enable toggle at the top of its page, including a teammate's.
Duplicate any agent they can see, and own the copy.
A workspace admin cannot:
Edit another person's agent: its instructions, triggers, tools or model.
Delete another person's agent, or move it to a new owner.
Stop members from creating agents. There is no setting that limits agent creation to admins.
On a teammate's agent, an admin sees "Created by", followed by the owner's name, and a note that only they can edit it. To change how that agent works, ask its owner, or duplicate it, set up your copy, and switch the original off.
FAQ
Can an agent draft from the inbox of the person who owns the record?
No. Every draft comes from the agent owner's account. To have drafts land with each record's owner, give each person their own copy filtered to the records they own.
Why did my agent run on a teammate's meeting?
An agent runs on meetings its owner can open: meetings they were on, meetings shared with them, and, if an admin set Meetings access to Everyone, meetings synced since then.
Who gets notified when a teammate's agent runs?
Its owner, not you. See Will I get notified when an agent runs?
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