Can you share an AI assistant with your team?
Sharing an assistant is not handing round a login. It means inviting people with a role, giving each a monthly credit allowance, and working from one board of goals and tasks. Money, approvals, and how much the assistant may do alone stay with the owner.
What should sharing an assistant actually mean?
A shared password is a single identity that everyone pretends is theirs. Anyone who knows it can spend, approve, and change the plan. When something goes wrong, you cannot tell who asked. That is not a team; it is a leak.
Proper sharing keeps one owner and one assistant, then adds people as guests of that owner. Each person has a role and a monthly allowance of the owner’s credits. Everyone sees the same board of goals and tasks. The assistant still has one memory and one thread of work, so a task started by a member is visible to a manager without a second inbox.
If you only need a notepad or a shared drive, keep using those. An assistant is worth sharing only when the work itself must stay in one place: the plan, the tasks, and the record of what was asked.
Which roles belong on a crew, and which do not?
Three roles cover most honest work. A manager can change the plan and help run the board. A member does their own tasks. A viewer looks. None of those roles should include the owner’s wallet, the right to raise how much the assistant may do alone, or a blank cheque on credits.
Invite only people who already have a reason to see the same goals. A contractor who needs a brief can be a viewer. Someone who will close tasks can be a member. A partner who will reshape the plan can be a manager. If you cannot name the role, do not invite them yet.
A simpler tool is the better choice when nobody needs the assistant to act. Shared documents, a kanban board, and ordinary email already solve “we all need to read this”. Use a crew when the assistant must write, send, or ship on the same thread everyone can see.
- Manager
- Can change the plan and work the shared board; still cannot take the owner’s money, approvals, or autonomy settings.
- Member
- Does their own tasks against the shared goals; spends only within a monthly credit allowance the owner set.
- Viewer
- Looks at the board of goals and tasks; does not run the assistant or spend credits.
- Owner
- Keeps money, approvals, and how much the assistant may do alone; issues roles and allowances.
How do you tell a shared assistant from a shared password?
A shared password has one set of keys and no roles. A shared assistant has named people, a monthly allowance of credits per person, and a board everyone works from. The owner can still pause, change, or stop work with a sentence. Credits the owner bought never expire; the allowance is a cap on what each person may spend this month, not a second account.
If your “share” is a screenshot of a login, you have not shared an assistant. You have copied a secret. That fails when someone leaves, when a payment goes out, or when two people ask for opposite things in the same chat. Roles and allowances exist so the assistant can keep one identity without pretending every colleague is the owner.
GROX matches this pattern: invite people as manager, member or viewer with a monthly allowance of your credits; you, your crew and the assistant share one board; money, approvals and how much it may do alone stay with you.
| Test | Shared assistant | Shared password |
|---|---|---|
| Who is named | Each person has a role | Nobody; one login |
| Spending | Monthly credit allowance per person | Whoever types first |
| Work surface | One board of goals and tasks | Scattered chats and files |
| What the owner keeps | Money, approvals, autonomy | Nothing once the password is copied |
What must stay with the owner no matter who is invited?
Three things should never travel with a role. First, money: who pays, who is refunded, and which wallet sits behind the work. Second, approvals: the right to confirm a spend, a post, a hire, or a trade. Third, how much the assistant may do alone: standing jobs, autopilot, and limits you set in advance.
If a manager could raise those limits, the crew would quietly become a second owner. If a member could approve a payment, the allowance would be theatre. Keep those three with the person who invited the others. Then a monthly credit cap is enough for day-to-day work.
When the work is personal, a single login on a simpler chat tool is enough. When the work is a business with several people, one board and one owner is the honest design. GROX is built that way so the crew does not inherit the till.
Common questions
Can several people use one AI assistant without sharing a password?
Yes, if each person is invited with a role and a monthly credit allowance, and everyone works from one board of goals and tasks. The owner keeps money, approvals, and how much the assistant may do alone. A shared password is a different thing: one identity with no roles and no spending cap.
What is the difference between a manager, a member and a viewer?
A manager can change the plan and help run the shared board. A member does their own tasks. A viewer only looks. None of those roles should include the owner’s money, the right to approve spends, or the right to raise how much the assistant may do without asking.
Who controls spending when a team shares an assistant?
The owner. Each invited person may receive a monthly allowance of the owner’s credits. Bought credits never expire, but the allowance is a cap for that person this month. Approvals and how much the assistant may do alone stay with the owner, so a role cannot empty the till.
When is a shared document better than a shared assistant?
When nobody needs the assistant to act. If you only need to read a plan, comment, or pass files, a document or a simple board is enough. Share an assistant when the same thread must write, send, or ship, and when roles, allowances, and a single owner of money and approvals actually matter.
See crew roles and the shared board and current plans on GROX if that model fits.