This guide explains the role management system, including how prompts are assigned to users and teams, and the different types of access levels available.

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Basic Concepts

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Prompt

A custom system prompt that the AI assistant will use when communicating with the large-language model. Prompts define how the AI behaves and responds to users.

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Organization

The overarching bucket for all related users, teams, and prompts. Organizations serve as the top-level container for managing access and permissions.

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Team

A group of users within an organization. There can be multiple teams in an organization, and a user can be a member of multiple teams simultaneously.

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Team Manager

A special team member that has additional privileges on that team, including:
  • Adding and removing team members
  • Creating team-scoped prompts
  • Assigning team-scoped prompts to members

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Org Admin

A special god-level user that has access to do almost anything in an organization, including managing all teams, users, and prompts.

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Team-Scoped Prompt

A prompt that is scoped to a specific team. Only team managers (and org admins) have access to view prompts for a team. Team managers cannot view prompts from other teams that they are not managing. Team-scoped prompts can only be assigned to members of that team.

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Org-Scoped Prompt

A prompt that does not belong to a team. These prompts can only be managed by org admins and can be assigned to any org member, regardless of team membership.

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Manual Prompt Assignments

Each user can only be assigned exactly one prompt. Assigning a prompt to a user will remove the previous prompt assignment, if there is one. In cases where a user is a member of multiple teams, team managers are unable to tell when a team member is assigned to a prompt from another team. They will simply show up as “Unassigned” in the current team’s page.

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Example Scenario

TechCorp has two sales teams: Enterprise Sales and SMB Sales. Sarah is a manager of both teams, whereas Mike is only a manager of SMB Sales. Scenario 1:
  • Jennifer is a member of both Enterprise Sales and SMB Sales
  • Sarah assigns the “Enterprise Lead Qualification” prompt to Jennifer on the Enterprise Sales team
  • On the SMB Sales page, Jennifer will show up as unassigned, because Jennifer is assigned an Enterprise Sales prompt
Scenario 2:
  • David is a member of SMB Sales only
  • Mike assigns the “SMB Discovery Call” prompt to David
  • On the Enterprise Sales page, David won’t even show up because David is not part of Enterprise Sales

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Automatic Prompt Assignments

When a user logs in and they have a user-role (e.g., sales_rep, account_manager, sales_manager, or sales_director), the system automatically:
  1. Adds them to the default team for that role
  2. Assigns them the default prompt for that team
This only happens if the user is not already a member of the team. If the user is already a member of that team, it’s a no-op.

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Role to Team Mapping

const USER_ROLE_TO_TEAM_MAPPING: Record<string, string> = {
  sales_rep: "77798734-150d-4f1a-94ee-0758d0563acd",
  account_manager: "18dd09a7-be14-45c6-93dc-54717fb7e480",
  sales_manager: "0b1b1225-1250-47a9-83e5-70296ee35c51",
  sales_director: "7724642c-46dd-476b-a4d5-e008417ec19b",
};

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Important Bug Note

There was a bug where the system assigned the team’s default prompt to the user, even if the user already had an assigned prompt. This was particularly problematic when the sales_director role and team were recently added. When users with the sales_director role started logging in, they were automatically added to the sales_director team and given the default sales_director team prompt, which may have unassigned any prompt previously assigned to these users.

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Example of the Bug

Jennifer was previously assigned the “Enterprise Lead Qualification” prompt on the Enterprise Sales team. She was just given the sales_director role. When Jennifer logs in, she is automatically added to the sales_director team and assigned the sales_director team’s default prompt, removing the “Enterprise Lead Qualification” prompt. Now on the Enterprise Sales page, Jennifer will show up as Unassigned, because she is assigned a sales_director team prompt.