AI for teams
AI for teams means several people sharing the same helpers, with clear rules about who sees what and who approves what. Our Elite plan is built for teams, with up to 20 seats. This guide explains what changes once more than one person is involved, what shared rules should cover and how to decide who approves each kind of action.
What changes when more than one person is involved
A solo owner can keep the approval rules in their head. A team cannot. When an office manager, a sales lead and a bookkeeper all work with the same helpers, the question is no longer whether an action needs approval. The question becomes who gives it. Write that answer down before the helpers start, and the team will not have to argue about it later.
Expect the first month to bring questions. Someone will want a helper to do one more thing, and someone else will object. Decide in advance who settles those questions, usually the owner, and write the decision down so the answer does not change depending on who asks.
Shared work also needs shared expectations. Everyone should know what a helper will and will not do, what it looks like when it is waiting for a decision and how to stop it. Without those basics, two people may approve the same thing or nobody approves it at all.
Seats: one person, one role
Each seat is one person. Elite is for teams and includes up to 20 seats, which is enough for a small team to share the same helpers rather than buying a plan for each person. Before you buy, ask us to confirm exactly what each seat can see and do. We settle that on the first call and put it in writing, so nobody is surprised on the first day.
If your team already shares one login for a tool, treat that as a warning sign for helpers too. Shared logins make it impossible to see who approved what, which is exactly the record a daily check depends on.
Shared rules everyone follows
- Helpers say they are AI when asked.
- Nobody gives a helper a password. Each person signs in to their own accounts.
- A helper reads only what the team points it at.
- Typing PAUSE stops a helper.
- Helpers do not give legal, tax or financial advice. Those questions go to a professional.
- Anything that spends money, goes to a customer for the first time or cannot be undone waits for a yes.
Review the rules whenever someone joins or leaves the team. A new person should read them before they sign in to anything.
Write these rules once and keep them where everyone can find them. A rule that lives only in one person's head will not survive the first busy week. Keep one short page with the rules and the names of the approvers, and pin it where the team works. A short page that people read is worth more than a long manual nobody opens.
Who approves what
Decide approvals by kind of action, not by person. The table below is an example to adapt to your own team, not a rule we impose.
| Kind of action | Who gives the yes |
|---|---|
| Spending money or buying anything | The owner |
| First message to a new customer | The person who owns that relationship |
| Publishing a post, listing or ad | The person who checks accuracy and brand |
| Changing a price, quote or service | The owner |
| Deleting or cancelling anything | The owner, after a second look |
A team example
For example, a five-person service company might have a sales lead who reviews follow-up drafts, an office manager who approves replies to billing questions and an owner who approves all spending. Each person sees the drafts they own. The helper keeps the same rules for everyone, so a newcomer does not have to learn them from memory. If the sales lead is away, the drafts wait for her return rather than moving to someone else, unless the owner has said otherwise. Our managed AI services guide explains how the same rules carry over as a team grows.
Questions to settle before the first call
- Who is the final approver for spending, and who is the backup when that person is away?
- Which accounts will each seat need, and which should no seat ever touch?
- Who decides when a helper's task is retired, and how is its access removed?
- Who answers the team's questions about what a helper can do?
- What does each person see in the daily check, and who reads the whole list?
Answer these as a team before you buy. Disagreements that surface now are much cheaper to settle than the ones that surface after the first week of drafts.
How the plans differ for teams
Elite is $249 a month for teams, with up to 20 seats. The free Email and Inbox Agent and Workflow Agent cost nothing. Starter at $29.99 a month gives one paid agent of your choice, and Pro at $99.99 a month includes all four paid agents, which suits a single owner who wants the full set. Plans are open now, and you can cancel anytime. You need your own AI account, paid separately.
Find where to start
To see how a team setup would look, find where to start. For a plain comparison of costs first, read our AI agent pricing guide. The free step-by-step Grok training is there if you want to start on your own.
Common questions
What is the AI plan for teams?
Ward Consulting AI's Elite plan is $249 a month for teams, with up to 20 seats. Ask for the exact access each seat has in writing before you buy, and remember that you need your own AI account, paid separately.
How do you decide who approves AI actions on a team?
Decide by kind of action rather than by person. Spending, first messages to new customers, public posts, price changes and deletions each need a named approver, and the rules should be written down where everyone can find them.
Can every team member give AI helpers their password?
No. Nobody should give a helper a password. Each person signs in to their own accounts, and a helper reads only what the team points it at. Ask any provider to confirm how sign-in works before you start.