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Agents have exactly two roles: Owners manage the agent, Users run it. Agent-level permissions are configured from the Access tab. An organization conversation policy can separately limit saved task access, including for Owners and organization admins.

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Owner vs. User at a glance

The Access tab has Owners, Who can use, Organization, Public link access, Artifact Sharing, Incognito, and User Permissions sections. Task history follows separate permissions, described below.

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Give someone access

Click Share at the top of the agent to open the Share agent dialog. The same controls also appear in the agent’s Access tab.
The dialog has four parts, from top to bottom:
  1. An Add people or teams field. The role picker sits inside the field, to the left of the Add button.
  2. Who can edit: the agent’s Owners.
  3. Who can use: people and teams with User access.
  4. Two separate audience rows, Organization and Public link access. Each row has its own setting, so opening the agent to your organization does not open a public link, and the reverse.
Share agent dialog with an Add people or teams field and a User role picker beside the Add button, a Who can edit list showing the Owner, a Who can use list showing a User, Organization set to No access, Public link access set to No public link, a Use in Slack without a Gumloop account row, and Copy agent link and Copy setup link
Share → type an email or team name in Add people or teams → pick the role from the picker inside the field → Add.
  • User: Can use this Agent
  • Owner: Can manage this Agent
Role picker open inside the Add people or teams field, listing User (Can use this Agent) and Owner (Can manage this Agent)
People can be added as Owner or User. Teams can be added as User only. Someone added directly keeps access even if you later remove organization or public link access.

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User permissions

User Permissions control what Users can see in the agent configuration and whether they can create triggers or make a copy. Owners can see and edit the full configuration. Task access is separate.
User Permissions section listing the per-agent User settings, each set to Show or Hide
Three rules worth remembering:
  • Visible is not editable. Showing the instructions lets a User read the prompt, never change it.
  • Hiding something does not disable it. Hiding Connectors leaves tools such as Gmail available to the agent; Users just do not see them listed.
  • Permissions are per agent, not per person. Everyone with User access gets the same view.
Out of the box every visibility setting is Show, and Create triggers and Make a copy are Allow. Organization admins can ship different defaults with Agent Default Settings.
If you switch Create triggers to Don’t allow while Users already have triggers, Gumloop asks what to do:
  • Keep running: they keep firing. Users cannot create, edit, or activate triggers, but can still view, deactivate, and delete their own.
  • Disable them: they are switched off.
Owners can still manage those triggers from the Triggers tab. Allowing creation again does not reactivate disabled triggers.
When Make a copy is allowed, a User can duplicate the agent and becomes the Owner of their copy. The copy carries the whole configuration (instructions, model, connectors, skills, knowledge, and subagents), including parts hidden from Users. Treat copying as a separate decision from visibility. Turn it off if the agent’s setup should not leave your control.Copying applies to the custom agents you build. Gumball and Gumloop’s built-in agents cannot be copied, and an organization custom role that restricts agent modification blocks copying too.
Example setup: an internal support agent everyone talks to: Organization set to Allowed to use, Show Instructions Hide, Show Connectors Show, Create triggers Don’t allow.

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Task Visibility

A task is one conversation with the agent. Incognito message content is not kept in normal task history. Chats that start by email follow the same task visibility as web chats.
Task Visibility section with the dropdown open, showing Their tasks only and Team tasks
  • This setting only exists on team agents, and new team agents default to Team tasks unless organization policy restricts conversation visibility.
  • On a personal agent, Users see only their own tasks unless a task is shared with them, so the setting is hidden.
  • When organization policy permits inherited access, Owners can see all saved tasks on the agent. Any task can also be shared separately.

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What changes when the organization limits conversation visibility?

You can see your own tasks, conversations explicitly shared with you or that you are invited to, and conversations you can access through Slack or Teams collaboration. Agent ownership and organization administration do not grant access to everyone else’s saved tasks. Task Visibility is hidden while the policy is enforced, but personal agents hide it too. See Agent default settings for the full policy and what happens when it is turned off. Enterprise organizations can require every new task on an agent to run incognito with Always run incognito under Access > Incognito. See Custom roles.
Conversation access and file permissions are separate. Task access normally includes task-linked artifacts, but password-protected files may still need an unlock. A file can also be shared independently without sharing its source task. Task access does not grant access to another person’s private persistent workspace files. See Agent artifacts (files) for file permissions.

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File sharing

Artifact Sharing, in the agent’s Access tab, sets the default sharing for files the agent generates. These defaults apply to new files only. A file’s organization, public link, or password-based access grants viewing access, not editing access. Add a person or team to the file as an Editor when they need to manage it. Making an agent public does not make its conversations or personal files public. Signed-out visitors can view an active public agent’s top-level team files, but not its conversation-linked or personal files through that agent access. A file’s own public or password-protected sharing can allow access separately. The team Files page and the team’s Gumloop Artifacts Brain source include only files from chats the team can open. Files from a private chat stay visible to the person who started the chat and to the agent’s Owners. See Agent artifacts (files).

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Requesting and claiming access

A User who needs to manage the agent opens the ⋮ menu in the agent header and chooses Request Owner access, then picks which Owner receives it. That Owner approves or denies it from their inbox. See Request Owner Access.
If an agent’s Owners are unavailable, an organization admin can use Claim Ownership to take over. Existing Owners keep their access. See Claim an ownerless agent.
Organization admins can manage agents in their organization without an explicit Owner grant. Claim Ownership makes them an Owner. Saved task access still follows the organization conversation policy.
If a member’s Custom Role turns off External chat sharing or External artifact sharing, that member can’t make someone outside the organization an Owner of an agent, either from the share dialog or by approving that person’s Owner request. Granting outsiders the User role and existing Owner grants aren’t affected.

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FAQ

They no longer apply to agents. An editor becomes an Owner; a viewer or use-only person becomes a User whose visibility you tune with User Permissions. Skills still use Editor, Viewer, and Use Only. See Sharing a skill.
No. Show Instructions grants read-only access. Editing the agent requires Owner access.
Not today. User Permissions are per agent, not per person. If one person needs more, make them an Owner, or make a copy of the agent with different settings.
An agent always needs someone who can manage it. Add a second Owner first, then demote or remove the original.
An organization admin can open it and use Claim Ownership to take it over.

Agents

Configure and use an agent.

Agent triggers

Who can create triggers, and what happens when you turn that off.

What can a User see on my agent?

Control what Users can see and do.

Sharing roles

Owner vs User, and roles on skills.