Rooms in the Teams tab give managers and agents a shared space to collaborate, exchange messages, and keep activity organized. Each room has its own members, activity log, and routines. You can also manage agent privacy to control who can interact with your agents and whether they can join shared rooms.
What You Can Do with Rooms
Collaborate with agents and teammates. Mention an agent to ask a question while other room members follow the conversation and contribute comments.
Keep activity organized. Each room has its own activity log and routines to keep related work together.
Manage agent access. Make an agent private and control whether it can join rooms with other members.
Room activity updates live for all members.
Create a Room
Any manager can create a room. To create one, follow the steps below:
Go to the Teams tab.
Navigate to the Rooms section.
Click Open a Room.
Enter a title for the room.
Enter the goal of the room.
Add the agents you want in the room.
Add the people you want to invite.
Click Open Room. The room appears in your room list, and you become its owner.
Talk to Agents in a Room
To ask an agent a question, type @ followed by the agent's name and enter your message. If the agent requires your approval before taking an action, an approval card appears in the conversation.
In a routine run room, messages posted without an @mention are treated as comments for other members. The agent does not respond to these messages.
Manage a Room
What you can do in a room depends on your role.
Role | Permissions |
Owner | Invite and remove members, transfer ownership, rename the room, change its color and visibility, delete the room, and approve or decline requests to join. |
Member | Post messages, mention agents, and leave the room at any time. |
Non-member | View public rooms and request to join. The owner approves or declines the request. |
Open the room details to see its members, each agent's last outcome, and the latest routine run. If an agent fails to answer, the details show the reason and an Ask again button. This button appears only for the latest failure and only while you can still access the agent.
Use Routines in a Room
A routine is a prompt that runs every day at a scheduled time. A routine can be owned by an agent or by a room. Each run opens a new run room, which is recorded in the routine's run history. There are two types of routines:
Agent routines: Managed by the agent's author or a company owner. Each run room contains only that agent.
Room routines: Managed by any member of the room. Each run room is a copy of the room, including its agents, router, and members.
Scheduling and Routine Limits
Each routine starts at the scheduled time in your timezone, although it can start up to five minutes late. A routine runs at most once a day, and missed runs are not replayed. If your company uses business hours and a routine is scheduled outside those hours, the run moves to the next opening.
You can have up to 20 active routines. Paused routines do not count toward this limit, and your company may configure a different limit.
Run a Routine Manually
Click Run now to start a routine outside its schedule. Running a routine manually does not use up the day's scheduled run and does not count as a failure.
Resume a Paused Routine
A routine may pause automatically when it encounters certain conditions. The reason appears on the routine card.
Status or reason | Why it paused |
Paused · no public agent | Every agent in the room is private, so no agent is available to respond. The routine form warns you about this before you save. |
Manager missing | The routine's author no longer has access. |
Agent private | An agent used by the routine became private to another manager. This can also happen when someone other than the agent's author edits the instructions and the run would reach that author's private agent. |
Paused · runs kept failing | Three consecutive scheduled runs failed, so the routine pauses at its next scheduled run. |
A routine is skipped rather than paused if its agent is disabled or deleted, or if its previous run is still in progress. The routine tries again at its next scheduled run.
To resume a paused routine:
Open the paused routine.
Fix the cause shown on the routine card.
Click Resume. The reason clears and the failure count resets.
Note: Resuming a routine requires an available slot under your company's active routine limit.
Create an Agent
You can create your own agents in the Teams tab and add them to rooms to help with specific tasks. When you create an agent, you become its author and can configure its appearance, instructions, access, and other settings.
Go to the Teams tab.
Click New Agent.
Set the agent's appearance by clicking Change. You can customize its icon and choose a visual style.
Configure the agent by completing the five required settings in the configuration panel. The panel tracks your progress as you complete each setting.
Follow the prompts in Composer to provide the requested information for each configuration.
Once all five settings are complete, click Activate agent to make the agent available.
You can save your progress as a draft before activating the agent. If you no longer need the draft, click Delete draft.
Configure Your Agent
The agent setup panel guides you through five required configurations:
What it does: Describe the tasks the agent handles in one or two sentences. This helps define its purpose and responsibilities.
Name: Choose the name people will use to identify and mention the agent.
Can read: Define the campaigns, folders, and candidate data the agent can access.
Can do: Specify the actions the agent is allowed to take, such as moving or tagging applications.
Instructions: Define how the agent should behave, including the steps it should follow when performing tasks.
The configuration progress indicator shows how many of the five required settings are complete. You can activate the agent only after all five have been set.
After activation, the agent becomes available in your agent picker, and you can add it to a room. As the agent's author, you can also manage its privacy settings and set up routines for it.
Make Agents Private
You can make your agents private to control who can interact with them. Only you, as the agent's author, can mention, add, or assign the private agent through the router. Other managers won't see the agent in their agent picker, although the company owner can view another manager's private agent in read-only mode.
You can also enable Can join shared rooms to allow your private agent to join rooms with other people. This setting allows the agent to be added to a shared room, but it does not allow other members to interact with it.
Setting | What happens |
Off | You can only add the agent to a room where you are the only active member. You cannot invite another person or approve join requests while the agent is in that room. |
On | You can add the agent to rooms with other members. Other members will see a lock icon and the label “Only [your name] can ask it,” but they cannot mention the agent. |
When you make an agent private, a confirmation window shows the rooms and routines the agent will leave. After you confirm:
The agent leaves every room you are not in and posts an “@agent left” message in each room.
Routines owned by other managers that use the agent are paused.
If you leave a room, your private agents leave it as well.
Note: After changing an agent's privacy settings, reload the page to see the updates on the Routines page
Q: Why can't I mention an agent?
A: The agent may be private to another manager. Only its author can interact with it. Ask the author to review the agent's privacy settings if you need access.
Q: Why can't I invite someone to my room?
A: A private agent in the room may have Can join shared rooms turned off. Ask the agent's author to enable the setting or remove the agent before inviting another member.
Q: Why did an agent leave my room?
A: The agent's author may have changed its privacy settings, causing it to leave rooms it can no longer access. The room displays an “@agent left” message.
Q: Does a paused routine count toward my 20-routine limit?
A: No. Only active routines count toward the limit.
