Enable and Manage

Learn how organization administrators enable official built-in Agents, configure authorized users and knowledge bases, and manage enablement limits, cooldown periods, and deactivation.

This page is for organization administrators. For instructions for general members, see Use Official Built-in Agents.

Open Built-in Agent Management

Go to Organization Settings → Built-in Agent Management.

You can also select Go to Built-in Agent Management in the Agent Marketplace to open it directly.

If Built-in Agent Management is not in the menu, your plan does not include official built-in Agents. The screen will display Built-in Agents cannot be enabled under the current plan. Please upgrade your plan. Contact the sales team to upgrade.

If you can view the page but the switches are locked, you do not have permission to manage enablement. Contact your organization administrator.

Built-in Agent Management: enablement count and filters appear at the top; action icons and an enablement switch appear on the right of each row

Each row shows the Agent's name, scenario category, version, and current Authorized: {Role Name} setting. Deactivated Agents display Deactivated, Knowledge Base Retained, while Agents in cooldown display Cooldown: N Days Remaining.

Three action icons, followed by the enablement switch, appear from left to right on each row:

Icon	Purpose
Configure Authorized Users	Specify which roles/groups can use the Agent
Clear Knowledge Base	Delete all imported documents (cannot be undone)
Import to Knowledge Base	Open the Agent's dedicated knowledge base to upload documents

Use the search box at the top to search by keyword. You can also filter by status—All / Enabled / Not Enabled / Knowledge Base Retained—or by scenario category.

Select the row itself, rather than an icon, to open the Agent's Preview window. You can see how it works before deciding whether to enable it.

Enable or Deactivate: Select “Apply Changes” to Take Effect

Changing a switch does not take effect immediately. All changes remain pending until you select Apply Changes at the bottom to submit them together.

1

Switch the Agents You Want to Enable or Deactivate

In the list, set the switch to Enabled or Deactivated. The row is then labeled Pending Enablement or Pending Deactivation.

2

Review the Change Summary at the Bottom

A fixed action bar appears at the bottom of the screen. When changes are pending, it shows the number Pending Enablement, the number Pending Deactivation, and the resulting number of Enabled Agents versus the limit. It also reminds you that an Agent cannot be deactivated within 7 days of enablement. The Apply Changes button becomes available at this point.

3

Select “Apply Changes”

Select Apply Changes to submit everything at once. To discard the changes, select Cancel to restore all switches.

After a switch is turned off, the row is labeled “Pending Deactivation,” and the counts and cooldown reminder update in the action bar below

If an individual item fails after the changes are applied, the screen identifies the reason for each failure, such as reaching the limit, an active cooldown period, or insufficient permissions. Successful changes are unaffected.

Enablement Limit and Cooldown Period

Concurrent Enablement Limit

The Enabled Count at the top of the page shows how many slots are currently used and the maximum allowed. The limit depends on your plan. See Trial and Subscription Plans · Feature Differences.

When the limit is reached, switches for Agents that are not enabled are locked and display Enablement limit reached. Deactivate an Agent or upgrade your plan.

7-day Cooldown Period

Each time an Agent is enabled, it cannot be deactivated for 7 days. During this period, the list displays Cooldown: N Days Remaining, and the switch is locked with the message In cooldown. Can be deactivated in N days.

The cooldown period restarts each time the Agent is enabled. If you deactivate and then re-enable it, you must wait another 7 days before deactivating it again.

We recommend using Preview to confirm that an Agent is suitable before enabling it, because you cannot swap it out during the cooldown period.

When You Want to Downgrade Your Plan

If the number of Agents currently enabled exceeds the new plan's limit, the system blocks the plan change. You must first deactivate enough Agents to meet the new plan's limit.

Because deactivation is also subject to the 7-day cooldown period, allow time for the cooldown when planning a downgrade.

What Happens When You Deactivate an Agent

Deactivation does more than hide the Agent. The system removes the assistant along with its conversation channels:

• The assistant disappears from the AI Assistants list, and members can no longer chat with it

• Its conversation channels, such as Web Chat, and group permissions are removed

• Its Agent schedules stop running

• Your imported knowledge base is retained, with the status Deactivated, Knowledge Base Retained

If you re-enable it later, the system creates a new assistant based on the latest official blueprint and automatically reconnects the original knowledge base, so you do not need to upload the documents again. However, conversations from before deactivation do not appear under the new assistant.

Configure Authorized Users

Enabling an Agent does not make it available to the entire organization. You must also specify which roles/groups can use it.

Select Configure Authorized Users on the Agent's row. In the drawer, select the roles/groups that can use it, then select Save.

• Configured Agents display Authorized: {Role Name} in the list

• Agents without authorized users display Not Yet Available

Select the roles/groups allowed to use this Agent in the drawer

If a member sees No Permission to Use on an enabled Agent in the Agent Marketplace, they have not been added to its authorized users. Return here and add them.

Import to the Dedicated Knowledge Base

You cannot change the role instructions or tools of an official built-in Agent, but you can give it your organization's documents. Every enabled Agent has a dedicated knowledge base.

Select Import to Knowledge Base on the Agent's row to open its knowledge base settings. From there, use it like any other knowledge base: upload documents, create FAQs, and configure tags. See Knowledge Base Overview.

For example, you could import your company's contract templates and review guidelines into a “Contract Risk Review” Agent, or internal administrative policies into an “Administrative Process Q&A” Agent, so its answers reflect your organization's actual rules.

Clear the Knowledge Base

Select Clear Knowledge Base on the Agent's row to delete its imported documents.

This permanently deletes all imported documents and cannot be undone. Before proceeding, make sure the documents are backed up elsewhere.

The outcome depends on the Agent's current status:

Agent Status	After Clearing
Enabled	Only the knowledge base content is deleted. The knowledge base itself remains connected to the Agent, and you can continue importing new documents
Deactivated, Knowledge Base Retained	The entire knowledge base is deleted and disconnected. Re-enabling the Agent later creates a new, empty knowledge base

Connectors: Which Ones You Need to Configure First

Some official built-in Agents must connect to third-party services, such as Google Workspace, Microsoft 365, or Notion, to retrieve data. Cards indicate one of two authorization types:

Label	Meaning	Who Takes Action
Administrator Must Configure Connection First	The connector uses organization-level credentials	An organization administrator completes the connection setup before members can use it
No label	Personal user authorization	Each member authorizes their own account in the conversation the first time the connector is used

Administrator Must Configure Connection First does not mean that you must authorize every user. It is a one-time, organization-level setup. For connectors without this label, each member authorizes their own account, and the administrator does not need to be involved.

For more information, see Connectors.