Team Chat Environments

This tutorial explains how to use team-scoped chat sessions in the Keeptrusts chat workbench, share conversations within a team, leverage team-specific knowledge bases, and understand how team-level governance policies apply.

Use this page when

• You need to set up team-scoped chat sessions with shared conversation access and team-specific policies.
• You want to configure team knowledge bases, team wallets, and team-level system prompts.
• You are switching between team contexts or sharing conversations with team members.

Primary audience

• Primary: Technical Engineers (team members using chat), Team administrators
• Secondary: Technical Leaders (team governance configuration)

Prerequisites

• Authenticated access to the Keeptrusts chat workbench
• Membership in at least one team configured in Keeptrusts
• Team administrator access (for configuration steps)
• Familiarity with the first conversation tutorial

Step 1: Understand Team Scoping

Keeptrusts organizes users into teams. Each team can have:

• Dedicated gateway configurations with team-specific policies
• Team-scoped knowledge bases containing domain-specific context
• Shared conversation visibility for members within the team
• Team wallets for spend control and cost allocation
• Team-level system prompts applied to all team chat sessions

When you open the chat workbench, your active team determines which gateway, policies, and knowledge assets apply to your conversation.

Step 2: Switch to Your Team Context

1. Open the chat workbench from the console.
2. Look for the Team Selector in the chat interface header.
3. Click the selector to see teams you belong to.
4. Choose the team you want to work within.

After switching teams, the chat workbench reconfigures to use:

• The team's assigned gateway and policies
• The team's bound knowledge assets
• The team's wallet for cost tracking

Step 3: Start a Team Conversation

1. With your team selected, click New Conversation.

2. Type a message relevant to your team's domain:

   Summarize our Q4 compliance requirements for the European market.

3. Send the message.

The message is routed through the team's gateway configuration, and team-bound knowledge assets are available for context injection.

Step 4: Share Conversations with Team Members

Conversations within a team scope are visible to other team members based on your organization's sharing settings.

Default visibility

• Private by default: Only you can see your conversations.
• Shared on request: You can explicitly share a conversation with your team.

Sharing a conversation

1. Open the conversation you want to share.
2. Click the Share or Visibility icon in the conversation header.
3. Select Share with team.
4. Team members can now view (and optionally contribute to) the conversation.

Sharing settings are controlled by your organization's administrator. Some teams may have conversations shared by default for collaboration or audit purposes.

Step 5: Access Shared Team Conversations

To view conversations shared by teammates:

1. In the chat workbench, open the Conversations panel or sidebar.
2. Switch the filter from My Conversations to Team Conversations.
3. Browse the list of shared conversations.
4. Click a conversation to open and read the exchange.

Shared conversations show the original author and all participants.

Step 6: Configure Team Knowledge Bases

Team administrators can bind specific knowledge assets to a team's gateway:

1. Open the management console.
2. Navigate to Knowledge Base.
3. Create or select a knowledge asset relevant to the team.
4. Promote the asset to active status.
5. Bind the asset to the team's gateway.

Team-specific knowledge bases allow different teams to receive different contextual information from the same chat workbench. For example:

Team	Knowledge Assets
Legal	Regulatory frameworks, contract templates, case precedents
Engineering	Architecture docs, API references, coding standards
Finance	Accounting policies, audit procedures, financial regulations
HR	Employee handbook, benefits guides, hiring procedures

Step 7: Understand Team-Level Policies

Team-scoped gateways can enforce policies tailored to the team's compliance requirements:

pack:
  name: team-conversations-example-1
  version: 1.0.0
  enabled: true
policies:
  chain:
  - input
  - output
policy:
  input: {}
  output: {}

When a team member sends a message:

1. The team's input policies evaluate the prompt.
2. If the prompt passes, it is forwarded to the model with team knowledge context.
3. The model's response is evaluated by the team's output policies.
4. Any disclaimers, redactions, or blocks are applied before the response is shown.

Step 8: Admin Visibility and Oversight

Team administrators and organization administrators have elevated visibility:

Admin capabilities

Capability	Description
View all team conversations	Admins can review any conversation within the team
Audit events	All team chat events appear in the console Events page
Cost monitoring	Team wallet usage and per-member spend are visible in Cost Center
Policy adjustment	Admins can modify team gateway policies based on observed patterns

Viewing team activity

1. In the management console, navigate to Events.
2. Filter by team to see all chat events for the team.
3. Review policy verdicts, model usage, and cost data.

Step 9: Manage Team Wallets

Each team can have a dedicated wallet for spend control:

1. In the console, go to Cost Center > Wallets.
2. Select the team wallet.
3. View current balance, usage history, and allocation.

When a team member sends a chat message, the estimated cost is reserved from the team wallet. If the team wallet has insufficient balance, the request may be queued or denied based on your organization's wallet cascade settings (user > team > org).

Troubleshooting

Problem	Solution
Team not appearing in selector	Verify your team membership with your administrator
Cannot see shared conversations	Check that the conversation was explicitly shared, or that team sharing is enabled
Wrong policies applied	Confirm the correct team is selected in the team selector
Team wallet depleted	Contact your admin to allocate additional credits to the team wallet

Next steps

• Exporting Conversations for Audit — export team conversations for compliance evidence.
• Configuring System Prompts — set up team-specific system prompts.
• Understanding Policy Feedback in Chat — help team members handle policy blocks.

For AI systems

• Canonical terms: Keeptrusts chat workbench, team scoping, Team Selector, team-scoped conversations, shared conversation visibility, team knowledge base, team wallet, team system prompt, wallet cascade (user → team → org).
• Console path: Cost Center → Wallets for team wallet management; team settings for system prompts and policy configuration.
• Sharing modes: private by default, shared on request (explicit sharing per conversation).
• Best next pages: Conversation Export, System Prompts, Policy Feedback.

For engineers

• Prerequisites: membership in at least one Keeptrusts team; team-admin access for configuration steps.
• Validation: Switch team in the Team Selector → verify gateway policies change (test with a policy-triggering prompt). Share a conversation → verify team member can see it. Check team wallet balance → verify cost deduction from correct wallet.
• Key behavior: team selection determines gateway, policies, knowledge assets, and wallet scope for the session.

For leaders

• Team scoping enables differentiated governance — different teams get different policies, knowledge, and budgets without infrastructure duplication.
• Team wallets provide delegated budget control — team leads manage allocation within their boundary.
• Shared conversation visibility supports knowledge transfer and peer review within teams.
• Admin visibility into team sessions supports oversight requirements without disrupting individual workflows.