Home / Features / Manage Your Team
Your team, working in sync.
Add team members, assign roles, scope memory permissions per user, configure persona access, and coach the team to work better. Three permission scopes, admin, staff, client, enforced everywhere. Built for teams that need to share context without leaking it.
Most AI platforms treat teams as a billing concept, each user gets their own seat, but their data and memory stay siloed. The team doesn't actually work together; they just share an invoice. GearHead's team management is built around shared business memory with role-based access. Your COO sees company-wide. Your account managers see their books. Your specialists see their clients. The right context reaches the right person, automatically.
What it does for you
What you can actually control in your team setup.
Three role types
Admin, full access, billing, settings, all memory. Staff, operational access, project memory, role-scoped tools. Client, limited access for client portal use. Each enforced consistently.
Permission-scoped memory
Three memory scopes: user-private, project-shared, company-wide. Sensitive memory stays private. Project context stays in the project. Company-wide stuff (vendors, processes) shared appropriately.
Persona assignment per user
Different team members can default to different personas. Front desk defaults to Kathy. Project managers default to GearHead. Therapists default to Nicole. Each persona has its own appropriate memory scope.
Coaching dashboard
See how team members are using GearHead. Where they're leveraging the platform vs not. What tasks could be automated for them. Coach them to leverage the system more effectively.
Seat management
Add seats, remove seats, transfer seats. Pro-rated billing. No surprise charges. SSO via Google Workspace and Microsoft 365 for streamlined provisioning.
Audit trail
Every memory read, write, and edit logged. Every integration connection logged. Who did what, when. Compliance-ready audit log for legal, healthcare, and financial services.
From setup to running in minutes
Invite the team
Add by email. Set role (admin / staff / client) at invitation. SSO available for Google Workspace and Microsoft 365.
Scope their memory
Decide what each user can see. Project assignments, client books, company-wide info. Permissions enforced everywhere.
Assign personas
Configure each user's default persona. Front desk → Kathy. Field tech → Anthony. Strategist → Byron. Persona memory scoped to their role.
Review and coach
Coaching dashboard surfaces team usage patterns. Identify who's leveraging the platform and who needs more support. Coach the team to work better.
Who's using Manage Your Team
Partner / associate / paralegal scoping
Partner sees all matters. Associates see assigned matters. Paralegals see admin tasks for their assigned matters. Sensitive client info scoped to the right level. Three roles, three permission scopes.
Clinical vs admin separation
Providers (admin) see clinical context. Clinical staff (staff) see treatment-relevant context only. Front desk (staff) sees scheduling and admin only. PHI properly scoped throughout.
Account team structures
Account directors (admin) see all clients. Account managers (staff) see their client books. Designers and writers (staff) see only their assigned projects. Each client's data isolated.
Project-based permissions
PM (admin) sees all projects. Field supers (staff) see their projects. Subs (client) see project info they're cleared for. Memory follows the project, not the user.
Set up your team the right way.
Book a walkthrough, we'll demo team setup, role assignment, and memory permissions for a team like yours.