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Teams BusinessEnterprise

Teams allow you to create department-specific knowledge bases within Chat Aid, ensuring sensitive information stays within the right groups while maintaining a shared company-wide knowledge base.

What Are Teams?​

Teams in Chat Aid are isolated data compartments that let you:

  • Separate sensitive data - Keep department-specific information private
  • Provide contextual answers - Team members get answers from both company and team data
  • Manage access easily - Add or remove team members with a few clicks
  • Scale organization - Create teams for every department

Think of teams as private knowledge bases that sit alongside your company knowledge base.

How Teams Work​

The Company Wiki (Default Data Set)​

Every organization starts with a Company Wiki - the default data set that all employees can access. Data sources connected to the Company Wiki are available to everyone.

Company Wiki is perfect for:

  • Employee handbooks
  • General company policies
  • Public product documentation
  • Cross-functional resources

Department Teams​

Create additional teams for departments or projects:

Engineering Team: (Internal technical docs, architecture diagrams, API documentation, engineering-specific Jira projects)

Sales Team: (Sales playbooks, pricing information, competitive intelligence, customer CRM data)

HR Team: (Compensation data, performance reviews, sensitive employee information, HR-specific policies)

Support Team: (Internal troubleshooting guides, escalation procedures, customer-specific notes, advanced support documentation)

How Search Works with Teams​

When a team member asks a question, Chat Aid searches:

  1. ✅ Their team's data sources - Department-specific information
  2. ✅ Company-wide data sources - Company-wide information
  3. ❌ Other teams' data sources - These remain private

This ensures team members get the most relevant answers without compromising data privacy.

Example:

Sarah from Sales asks: "What's our enterprise pricing?"

  • Chat Aid searches Sales Team data (includes detailed pricing spreadsheets)
  • Chat Aid searches company-wide data (includes public pricing info)
  • Chat Aid does not search Engineering Team data
  • Answer includes the detailed enterprise pricing from Sales data

Creating a Team​

Prerequisites​

  • Admin access in Chat Aid
  • Teams feature enabled in your plan (check plans)

Steps to Create​

  1. Navigate to Teams

    • Log in to Chat Aid dashboard
    • Click Teams in the sidebar

  2. Create Team

    • Click Create Team button
    • Enter team name (e.g., "Engineering", "Sales", "HR")
    • Optionally select team admins

  3. Add Members

    • Search for team members by name or email
    • Select members to add
    • Click Add Members

  4. Connect Data Sources

    • Click Manage team data sources
    • Connect integrations specific to this team
    • Select which data to train on
    • Click Start Training
tip

Start with one or two teams (e.g., Engineering and HR) to test the feature before rolling out to all departments.

Managing Team Members​

Adding Members​

  1. Go to Teams in the dashboard
  2. Select the team
  3. Click Add teammates
  4. Search and select users
  5. Click Add

Removing Members​

  1. Go to Teams > Select the team
  2. Find the member you want to remove
  3. Click the three dots menu (⋯)
  4. Select Remove from team
  5. Confirm the removal
warning

When you remove a team member, they immediately lose access to that team's data sources. They retain access to Company Wiki data.

Team Admins​

Team admins can:

  • Add or remove team members
  • Connect team-specific data sources
  • Manage team data
  • View team analytics

To make someone a team admin:

  1. Go to Teams > Select the team
  2. Find the member
  3. Click the three dots menu (⋯)
  4. Select Make admin

Managing Team Data Sources​

Connecting Team-Specific Sources​

  1. Navigate to Teams > Select your team
  2. Click Manage team data sources
  3. This opens the Integrations page filtered to your team
  4. Connect data sources as you normally would
  5. Data will be accessible only to team members

Moving Data Sources Between Teams​

To change which team has access to a data source:

  1. Go to Integrations
  2. Find the data source
  3. Click Edit or Settings
  4. Change the Team dropdown
  5. Click Save
info

Moving a data source to a different team requires retraining. This can take a few minutes.

Viewing Team Data​

On the Integrations page, use the team filter to see:

  • Which sources are connected to each team
  • Training status
  • Last sync time
  • Document counts

Teams usage with Chat Widgets​

When creating a chat widget, you can choose which teams' data sources to include:

  1. Go to Chat Widgets > Select widget
  2. In the Sources tab
  3. Select which teams to include
  4. Widget users will search those teams' data

This is useful for creating department-specific widgets.

Use Cases​

TeamTypical Data SourcesKey Benefits
EngineeringInternal wikis, GitHub repos, Jira projects, architecture docs, API documentationTechnical answers stay within Engineering, secure architecture details, faster troubleshooting
SalesHubSpot CRM, pricing docs, competitive analysis, sales playbooksEasy access to pricing/competitive info, customer data privacy, faster deal insights
HRHRIS systems, compensation data, performance reviews, HR policiesEmployee data privacy, quick policy answers, compliance maintained
SupportAdvanced troubleshooting docs, internal tickets, escalation procedures, CRM dataDeeper technical knowledge, customer info protection, faster resolutions
ExecutiveBoard notes, financial plans, strategic initiatives, confidential business plansStrategic info security, quick access to board materials, secure decision-making

Best Practices​

Define Clear Boundaries:

  • Company-Wide: General policies, public docs, onboarding materials, company values
  • Team-Specific: Sensitive technical details, customer data, financial info, department processes

Manage Effectively:

  • Appoint 2-3 team admins per team to manage members and data sources
  • Audit membership quarterly (remove role changes, add new hires)
  • Train on relevant data only - avoid duplicating data across teams
  • Communicate structure clearly (which teams exist, who admins are, how to request access)

Permissions and Security​

Who Can Create Teams?​

Only company admins can create teams. Team admins can only manage their team's members and data, not create new teams.

Who Can See Team Data?​

  • Team members - Full access to team data
  • Team admins - Full access to team data + admin capabilities
  • Company admins - Full access to all teams
  • Non-team members - No access to team data

Data Isolation​

Team data is completely isolated:

  • Separate data stores ensure no data leakage
  • Search queries only hit authorized data sources
  • Source citations never show unauthorized documents

Troubleshooting​

Can't Create a Team​

Possible reasons:

  • You're not a company admin
  • Your plan doesn't include Teams feature
  • You've reached your team limit

Solution:

  • Ask your admin to create the team
  • Upgrade your plan
  • Contact support@chataid.com to increase limits

Team Member Can't See Team Data​

Possible reasons:

  • They're not added to the team
  • Training hasn't completed
  • Cache needs refresh

Solution:

  • Verify they're in the team member list
  • Check training status in Integrations
  • Have them log out and back in

Data Source in Wrong Team​

Solution:

  1. Go to Integrations
  2. Find the data source
  3. Click Edit
  4. Change team assignment
  5. Wait for retraining to complete

Ready to create teams?

Need Help?

Our support team is here to help you get the most out of Chat Aid.