Set up Fieldwerk for your team

To set Fieldwerk up for a team, put everyone in one workspace on Pro, invite them, share each collection with the people who need it, write down how the team works as standing instructions, and then have each person connect their own AI. Doing it in this order means that the first time anyone's AI works in a collection, it already knows who the work is for and how your team does it.

Each step below links to the page with the detail.

1. Use one workspace for the team

A team shares one workspace on Pro. Free is for one person working with their AI, so the workspace's owner upgrades it from Workspace settings, under Billing. Pro starts with a free trial. See Choose a plan and manage billing.

Not ready to move the whole team in? You can share single memos from any plan while you try things out. See Run a structured team trial.

2. Invite your team

Invite people from Workspace settings, under Members. The role you pick decides what they see:

• Full member for people who work across the team's collections.

• Limited member for people who only need certain collections, such as a contractor.

• A guest, invited from a memo's Share dialog, for a client who only needs to see one memo. Guests are free.

If you'll share with the same set of people again and again, make a group for them under Groups, so you share with the group once. See Invite people to your workspace and How member types work.

3. Make collections and share them at the right level

Give each project or area of work its own collection. A collection groups memos rather than holding them like a folder, so the same memo can sit in more than one. See Organise memos into collections.

New collections are shared with the whole workspace. For client work, or anything not everyone should see, turn off Share to workspace and add only the people or groups who need it. Give each person the lowest level that lets them do their part, such as Comment for someone who reviews and Edit for someone who writes. See Share a collection with your team.

4. Write down how the team works

Put the rules that hold everywhere, such as how collections are named, in the workspace's instructions. Put the rules for one kind of work, such as which properties to set and how memos are titled, on its collection. Every connected AI is given these before it creates, edits or files anything there, so write them before people start. See Give a collection standing instructions and Set up your workspace so AI assistants understand it.

5. Have each person connect their own AI

Each person connects the AI they already use, and it works as them, with their access and nothing more. See Connect Claude to Fieldwerk, Connect ChatGPT to Fieldwerk and How everyone's AI works in the same workspace.

Send the people you invite Start in a workspace you've been invited to, which covers what they see when they join.

Then start working together

• Run a project together in a collection shows one project set up end to end.

• Review and sign off work as a team covers comments, assigning, locking and history.

• Build context your team owns, not one person's chat history explains why this pays off over time.

Have your AI help you plan it

Your AI can't invite people or change billing, but it can look at what's there and plan the rest with you:

In Fieldwerk, help me set up my workspace for my team. Look at the collections and who can see each, ask me what we work on and who needs what, then suggest which collections to create or share, at which level, and a first draft of workspace instructions. Change nothing until I've approved the plan.