Mastering Mate Authorizations

Why use Authorizations? 💡

allmates.ai is a collaborative platform where multiple users interact with multiple AIs in shared spaces. In this environment, a Mate is not just a chatbot: it is a bundle of AI models (sometimes costly), confidential documents, and connected tools (APIs, data access).

Introducing authorizations gives you powerful governance over these assets:

1. Granular Confidentiality: Ensure your Mates are accessible only to legitimate individuals (yourself, a specific project group, or an entire department), thereby protecting the sensitive data they contain.

2. Resource Control: By controlling who can use a Mate, you indirectly control who consumes tokens on high-performance models or who can trigger actions via connected tools.

3. Configuration Security: Guarantee that a Mate's "recipe" (its instructions, knowledge base) cannot be altered by an unauthorized person.

1. Authorization Matrix

This table summarizes what each role allows you to do with a Mate.

• Owner: The only one who can delete the agent or transfer ownership.

• Admin: The operational right-hand, manages everything except deletion.

• User: The standard consumer, uses the agent without seeing its internal "kitchen."

• Viewer (List): Knows the agent exists but cannot interact with it.

2. Usage Scenarios: Which setting to choose?

Here is how to configure your authorizations based on your actual needs:

🛡️ Scenario A: "My strictly personal Mate"

You create a Mate connected to your personal calendar. No one else should be able to use it.

• Setting: Do nothing! By default, you are the sole Owner and the "All organization members" group is set to No authorization.

• Result: You are the only one who can see and use this Mate.

👥 Scenario B: "My project team's Mate"

You have designed an expert Mate for your team of 5 people. They need to be able to use it, and your assistant needs to be able to improve it.

• Setting:

  • You remain the Owner (automatic upon creation).

  • Add your assistant as an Admin.

  • Add your 4 colleagues as Users.

  • Leave "All organization members" on No authorization.

• Result: Only the project team knows the Mate exists and can work with it. The rest of the company does not see it.

🏢 Scenario C: "The institutional company Mate"

You create an "HR" or "IT Helpdesk" Mate that everyone should be able to use, but only you manage the instructions and files.

• Setting:

  • You remain the Owner.

  • Configure "All organization members" as User.

• Result: Every member of the company can invoke the Mate, but no one can see or modify its internal configuration.

3. Key Rules and Security

• Privacy by default: Every new Mate is private upon creation. It is up to you to decide to open access.

• Service continuity (Fail-safe): A Mate must always have an Owner. If a sole Owner leaves the organization or is suspended, their role is automatically transferred to an organization manager. Your critical tools never become orphans.

• Conversation integrity: Access is verified at every interaction. If you are invited to a conversation where a Mate is present for which you do not have User authorization, you will not be able to interact with it. Even if you mention it, it will refuse to respond.

• Total traceability (Lineage): It is impossible to bypass an authorization by asking another Mate to query a protected Mate for you. The system verifies the full authorization chain.

4. Interaction with Organization Plans & Roles

It is important to understand how Mate Authorizations intersect with your global Organization Plan (Essential, Standard, Advanced, Expert).

Think of it as a two-step verification:

1. The Plan gives you the capability (the feature).

2. The Authorization gives you the right (the access to the specific Mate).

The "Expert" Plan Requirement

To exercise the rights of an Owner or Admin (specifically creating, editing, and configuring a Mate), you must hold the Expert plan at the organization level.

• Scenario: You are designated as the Owner of a Mate, but your personal plan is Standard.

• Consequence: You will not be able to access the configuration interface or edit the Mate. Your Organization Plan restricts you from using the "Builder" features. You will effectively be limited to a User experience until your plan is upgraded to Expert.

Summary: To build, edit, or manage a Mate, you need both the Mate-level authorization (Owner/Admin) AND the Organization-level capability (Expert Plan).

5. Frequently Asked Questions (FAQ)

Q: How can I make my Mate visible in the company list to inform others of its existence, without granting access immediately?A: Set the "All organization members" authorization to Viewer (List). Colleagues will see the Mate in the list but will not be able to click "Chat".

Q: Can I remove the rights of the Mate's creator?A: Only another Owner can modify an Owner's rights. An Admin cannot do this.

Q: Why is the Mate not responding to me in a group chat when I see it answering others?A: You likely do not have User authorization for that specific Mate. Seeing the conversation (Workspace right) does not automatically grant the right to use the Mate (Agent right).

Q: I am an Owner of a Mate, but the "Edit" button is greyed out or missing. Why?A: Check your Organization Plan. As explained in section 4, you must be on the **Expert** plan to access the editing features. Contact your Organization Admin to upgrade your plan.