Using Space Sharing and safety
Sharing and access
Who can see and change what: personal, group and organization scope, roles, groups and read-only sharing.
Space is built so that people and their agents see only what they're meant to see. There are three ideas to understand: scope, roles and sharing.
Scope: who a thing belongs to
Almost everything you create (knowledge bases, files, playbooks, skills, tools, MCP servers, tables, pages, agents, channels, codebases) has a scope.
| Scope | Visible to | Edited by |
|---|---|---|
| Personal | You, plus anyone you share it with (read-only) | You only, even over an Org Admin |
| Group | Members of that group | The group's admins and Org Admins |
| Organization | Everyone | Org Admins |
When you create something you choose its scope. Personal is the default. Group needs you to be an admin of that group, and organization needs an Org Admin.
Roles
| Role | Can |
|---|---|
| User | Use Space and manage their own personal things |
| Group Admin | Manage the groups they administer: their members, resources, and which integrations the group uses |
| Org Admin | Manage the whole organization: people, groups, settings, policies, organization-wide resources |
| Security Admin | Read all audit logs and agent traces. The only role that can reveal personal data that was masked in logs |
A group always keeps at least one admin, and the last active Org Admin can't be demoted.
Groups
Groups are simple lists of people, like “Sales”, “Legal” or “Support”. Anyone who is a Group Admin can create groups (an Org Admin can turn that off). The creator becomes its admin.
Groups give you:
- A place to put shared resources and team agents.
- A way to give access: share with a group instead of each person.
- Group-wide choices, like which integrations the group may use.
If your organization signs in through a company directory, groups can be joined and left automatically based on your directory groups.
Open Groups in your profile menu to see yours.
Sharing something you own
Only personal resources can be shared, and only by their owner. Sharing gives a person or group read-only access, and the recipient gets a notification.
- Chats can be shared too. A shared chat is read-only.
- Read-only means they can look and use, not edit or delete.
- Sharing a tool never shares its credentials. Each person connects their own where needed.
- Pages shared with you ask you to Allow and load before running any code or changes.
- Everything shared with you is under Explore › Shared with Me.
Tables work differently: they use access levels (None, View, Edit, Manage) rather than simple sharing. See Tables.
Files and collections
Adding a file to a knowledge base never changes who can read it. Sharing a collection doesn't grant access to the files in it. Files are shared one by one, from the file's details. To use a file through a collection, a person needs access to both.
Agents never exceed their person
An agent acts as a person and can never do more than that person could. See What agents are.
A record of everything
Creating, changing or deleting resources, sharing, membership and role changes, tool policies, credentials, quotas and organization settings are written to the audit log, tagged with the group when relevant, so Group Admins can read their own groups' entries. See Logs and audit.
Multiple organizations
Each organization's data is completely separate. Every record belongs to one organization and nothing crosses between them. An item from another organization looks exactly like one that doesn't exist.