Team Organization

Overview

This guide provides real-world scenarios and patterns for organizing teams on aiXplain. Understanding these patterns will help you structure your workspaces effectively for cost management, collaboration, and security.

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When to Create Multiple Teams

Create a new team whenever you need:

• Billing separation - Track costs independently for different projects or clients
• Access control - Different people need different permissions
• Data isolation - Assets must be completely separated
• Compliance requirements - Regulations mandate customer data separation
• Clear ownership - Different groups own different agents

General principle: One team = one isolated workspace with separate billing, assets, and members.

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Scenario 1: Development Lifecycle (Dev/Test/Prod)

Create separate teams for each environment in your development lifecycle.

Team Structure

• Development Team - For building and experimenting
• Testing Team - For QA and validation
• Production Team - For live deployments

Benefits

• Isolated environments - Changes in dev don't affect production
• Cost tracking - See credit usage per environment
• Access control - Limit production access to trusted members
• Safe experimentation - Test freely without production impact
• Quality gates - Agents must pass through each stage

Workflow

1. Build and iterate agents in Development Team
2. Transfer stable agents to Testing Team for QA
3. Transfer validated agents to Production Team for deployment
4. Monitor production costs separately from development
5. Bug fixes go back through the pipeline (Dev → Test → Prod)

Member Assignment

Role	Development	Testing	Production
Developers	Admin	Member	View only*
QA Engineers	Member	Admin	Member
DevOps/Operations	Member	Admin	Admin
Product Managers	Member	Member	Member

*View only = Member access for monitoring, but typically don't create/modify in production

Credit Allocation Example

• Development: 30% of budget (high iteration, experimentation)
• Testing: 20% of budget (validation runs)
• Production: 50% of budget (customer-facing usage)

Best Practices

• Use descriptive naming - Add environment to agent names (e.g., "Customer Service Agent - DEV")
• Document before transfer - Include test results when moving to next stage
• Lock production - Minimal Admin access to prevent accidental changes
• Monitor production closely - Set up low credit alerts for production team
• Regular cleanup - Archive or delete old experimental agents in dev

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Scenario 2: Client Separation

Create a dedicated team for each client you serve.

Team Structure

• Client A Team - All assets and work for Client A
• Client B Team - All assets and work for Client B
• Client C Team - All assets and work for Client C
• Internal Team - Your company's internal tools and templates

Benefits

• Clear billing - Each client's costs are completely separated
• Data isolation - Client A cannot see Client B's assets or data
• Custom access - Grant client team members access to only their team
• Easy invoicing - Credit usage maps directly to client billing
• Professional boundaries - Clients see only their branded workspace
• Scalable growth - Add unlimited clients without complexity

Workflow

1. Client onboarding:

   • Create new team named after client
   • Transfer starter agents from Internal Team
   • Invite client stakeholders as Members
   • Purchase credits for their team

2. Development:

   • Build client-specific agents in their team workspace
   • Client can test via Tryout or API
   • Iterate based on client feedback

3. Deployment:

   • Client's agents are already in their team (no transfer needed)
   • Provide client with API keys for integration
   • Set up monitoring and alerts

4. Ongoing:

   • Track credit usage for accurate invoicing
   • Client can create their own agents (if desired)
   • You maintain Admin access for support

5. Project completion:

   • Transfer reusable assets to Internal Team for future clients
   • Archive or delete client-specific assets
   • Preserve transaction history for records

Member Assignment

Role	Client Teams	Internal Team
Your Developers	Admin (all clients)	Admin
Your Project Managers	Admin (assigned clients)	Member
Your Billing Team	Admin (view only)	Admin
Client Stakeholders	Member (their team only)	No access
Client End Users	No access*	No access

*End users access agents via API, not directly in platform

Best Practices

• Use client names in team names - "Acme Corp - Production"
• Template library - Keep best agents in Internal Team for reuse
• Invite selectively - Not all clients need platform access
• Set credit alerts - Get notified before client runs out
• Document handoff - Clear instructions for client self-service
• Review access quarterly - Remove former client employees

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Scenario 3: Department/Project Segmentation

Create teams for different departments or major projects within your organization.

Team Structure

• Sales Team - CRM agents, lead qualification tools
• Support Team - Customer service agents, ticketing tools
• Marketing Team - Content generation, campaign analysis agents
• Engineering Team - Code assistants, documentation generators
• HR Team - Recruitment screening, onboarding assistants

Benefits

• Department autonomy - Each team manages their own agents
• Budget allocation - Credits allocated by department
• Specialized assets - Each team builds tools for their needs
• Cross-pollination - Teams can share successful agents via transfer
• Clear ownership - Each department owns their solutions
• Usage accountability - Departments responsible for their costs

Workflow

1. Budget planning:

   • Allocate annual/quarterly credits to each department
   • Each department receives Admin access to their team
   • Finance tracks spending by team

2. Department builds:

   • Each team creates agents for their specific needs
   • Teams can experiment within their budget
   • Successful agents are shared via demos

3. Cross-department sharing:

   • Popular agents transferred to other departments
   • IT team maintains shared/platform agents
   • Best practices documented and shared

4. Periodic review:

   • Quarterly review of department usage
   • Reallocate credits based on actual needs
   • Archive unused agents

Member Assignment

Role	Department Teams	IT/Platform Team
Department Heads	Admin (their team)	Member (view platform)
Department Members	Member (their team)	No access
IT/Operations	Admin (all teams)	Owner
Finance	Admin (view only, all teams)	No access
Executive Leadership	Member (all teams)	Member

Best Practices

• Department champions - Assign one Admin per department
• Monthly reviews - Share what's working across departments
• Shared asset library - IT team maintains common tools
• Chargeback model - Departments "pay" from their budgets
• Usage training - Teach departments to optimize costs
• Innovation time - Allow experimentation within budget