---
title: Work as a team
display: 'Work as a *team*'
nav_title: Work as a team
summary:
  - "Share approved work with collections and tags, and workflows with Lock, Export and Import."
  - "Give the Agent shared rules in organization and project instructions, and know how memory works."
  - "Invite many people at once, and follow activity in Analytics and the Activity Trail."
description: Share your team's work and workflows, give the Agent shared rules, and bring people in.
section: teams
order: 6
type: tutorial
level: Scale
roles: [admin]
time: { read: 2 }
models_checked: []
last_verified: 2026-11-11
# a lesson that points to its articles: their PDFs, not one of this page
pdf: false
video_caption: Work as a team
film_first: true
about: "Share the work with collections and tags; lock, export, import and duplicate workflows, and put Apps on a project's Home; give the Agent instructions at the organization, project and personal level; then invite many people at once and follow how it's going in Analytics and the Activity Trail. The models and settings in this lesson are as of November 2026."
chapters:
  - { at: 0, title: "In this lesson", image: "/media/images/teams/share-and-roll-out/ch-01-in-this-lesson.webp" }
  - { at: 8.3, title: "Share the work", image: "/media/images/teams/share-and-roll-out/ch-02-share-the-work.webp" }
  - { at: 21.3, title: "Workflows", image: "/media/images/teams/share-and-roll-out/ch-03-workflows.webp" }
  - { at: 47.6, title: "The Agent", image: "/media/images/teams/share-and-roll-out/ch-04-the-agent.webp" }
  - { at: 86.6, title: "Bring your team in", image: "/media/images/teams/share-and-roll-out/ch-05-bring-your-team-in.webp" }
articles: [share-and-roll-out]
related: [instructions-and-memory]
thumb: teams/share-and-roll-out/thumb.webp
video: tutorials/share-and-roll-out.mp4
steps:
  - title: "Group assets in a collection"
    text: "Collections at the top right of the top bar › New Collection, or an asset's Collections menu › type a name › Create collection. To add many, select them in the gallery and choose the collection from Collections in the bottom bar."
  - title: "Tag many assets at once"
    text: "Select assets in the gallery, open the tag field in the bottom bar, type the tag and press Enter. Use dashes instead of spaces, such as status-approved, from a short list the team agrees on."
  - title: "Share a workflow, and lock it"
    text: "Open the workflow, then the ... menu at the top right: Lock Workflow so people can run it but not change it, Export Workflow, Duplicate Workflow or Copy Workflow ID. A locked workflow opens in run-only mode."
  - title: "Move a workflow to another project"
    text: "Export it, switch to the other project with the pill, open Workflows and click Import at the top right. It comes back with all its nodes, connections and settings."
  - title: "Put Apps on the project's Home page"
    text: "Edit App at the top of the editor turns a workflow into a simple form. Then account menu › Customize Home, set Apps to the project's own apps with Source, reorder sections or Add Widget."
  - title: "Write organization instructions"
    text: "Organization › Agent › Organization Instructions, then Save; only admins can edit them. Keep them short and stable, one rule per line."
    prompt: |-
      Look: clean 2D hand-painted. No photoreal unless a brief asks.
      Stills: GPT Image 2.5 Sunburst. In-image text: Ideogram 4.5. Edits: GPT Image 2.5 (masked) or Nano Banana 2.1.
      Video: Seedance 2.5, or Grok Imagine Video 1.5 for speed and audio.
      Lip-sync: Veed Fabric. 3D: Rodin Gen-2.5. Textures: a Realistic Textures LoRA.
      Ratios: 16:9 hero, 9:16 store. Upscale finals only.
      Tag assets by project and milestone, and file approved work in its collection.
  - title: "Add project instructions"
    text: "Project › Agent › Project Instructions, written like the brief you'd give a new teammate. The organization's instructions still apply."
    prompt: |-
      Top-down pixel RPG. Cool palette, torchlit dungeon mood, rounded UI.
      Characters: our trained "Knight" model, then Character Turnaround for 4-view sheets.
      Edits: GPT Image 2.5 with a mask, and always pass the hero reference images.
      Textures: our "Stone Walls" Realistic Textures LoRA for seamless tiles.
      In-world text: Ideogram 4.5. Video: Seedance 2.5. Ratios: 16:9 cinematics, 1:1 icons.
      Approved art gets tagged "locked" and filed in the "Locked Art" collection.
  - title: "Add your own instructions"
    text: "You › Agent › Personal Instructions apply in every project you work in. When rules overlap, yours win over the project's, and the project's over the organization's."
  - title: "Review the Agent's memory"
    text: "Personal Memory under You › Agent and Project Memory under Project › Agent are private to each person. Review, edit and save them, or ask the Agent to forget something."
  - title: "Bring your team in"
    text: "Paste the emails into Invite Members under Organization › Members, with a role and their projects in one go, or use Import CSV. Shape projects the way you work: one shared project, one per client or game, and a sandbox."
  - title: "See how it's going"
    text: "Organization › Analytics and Activity Trail show who's active, what they use and what they make."
agent_steps:
  - title: "Connect the Scenario MCP"
    text: "Connect your agent and sign in with OAuth at [mcp.scenario.com](https://mcp.scenario.com), and name the team and project. Locking a workflow, Apps and Customize Home, and the Agent's instructions and memory are set in the web app."
  - title: "Brief the agent: file and tag a job's assets"
    prompt: |-
      Using the Scenario MCP, in the project [project]: find the collection and tag tools with scenario_tools_search. Create a collection called [name] and add these approved assets to it: [asset IDs]. Add the tag status-approved to each of them, without removing their other tags. Show me the plan first and wait for my go, then report the collection ID and every asset ID.
  - title: "Run the shared workflow"
    prompt: |-
      Find our workflow [name] with workflows_list and run it with workflow_run on [inputs]. Tell me what the run will spend before you start it and wait for my go. Then wait with jobs_wait and file the results in the same collection.
  - title: "Bring the team in"
    prompt: |-
      Find the members tools with scenario_tools_search. Invite these people as Members: [emails], and add them to [project] as Contributors. Show me the full list of changes first and wait for my go.
  - title: "See how it's going"
    prompt: |-
      With the usage tool, show me this month's usage by person and by project. Don't change anything.
updated: 2026-11-11
canonical: https://learn.scenario.com/teams/share-and-roll-out
---

Last updated: 2026-11-11

# Work as a team

> Share your team's work and workflows, give the Agent shared rules, and bring people in.

In short:

- Share approved work with collections and tags, and workflows with Lock, Export and Import.
- Give the Agent shared rules in organization and project instructions, and know how memory works.
- Invite many people at once, and follow activity in Analytics and the Activity Trail.


The last lesson of Admin and governance is about working as a team. In the Starforge Games organization it groups and labels the team's assets with collections and tags, shares a workflow safely, gives the Agent instructions at three levels, then brings everyone in and watches how it goes.

:::note As of November 2026
The models, settings and screens in this article are the ones Scenario offered in November 2026. New models and updates arrive often, so check the app for newer options before you choose.
:::

:::steps Quick version
1. Group a job's assets in a **Collection**, and label them with tags, many at once.
2. Share a workflow in its project; **Lock Workflow** so people can run it but not change it; export and import it to move it.
3. Turn a workflow into an App, and put Apps on the project's Home page with **Customize Home**.
4. Write **Organization Instructions**, **Project Instructions** and **Personal Instructions** for the Agent, under **Agent** in Settings.
5. Invite your team in one go, set up projects the way you work, and check **Analytics** and **Activity Trail**.
:::

## Before you start

- **Roles.** Organization instructions need an organization Admin. Project instructions need a project Owner or an Admin. Anyone can write their own instructions and lock or duplicate a workflow they can edit.
- **What's shared where.** Collections, tags and workflows belong to a project: everyone in the project sees them. Agent memory is never shared.
- **The earlier lessons** set up the pieces this one uses: projects and roles in [Set up your workspace](https://learn.scenario.com/teams/set-up-your-workspace.md), invitations in [People and access](https://learn.scenario.com/teams/people-and-access.md).

## Step 1: Group assets in a collection

Collections group assets in one place: for example, a job's approved references, or its finals. Open **Collections** at the top right of the top bar and click **New Collection**, or create one on the spot from an asset's **Collections** menu: type a name and click **Create collection**.

To add many assets at once, select them in the gallery and choose the collection from **Collections** in the bar at the bottom. A collection only groups: deleting it leaves the assets in your library.

![The Create collection field with a name being typed and the Create collection button](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/4affa20a028f913551545e13d8d9ca04153dd47345c48b3a3961a82b00d06e96.webp)

## Step 2: Tag many assets at once

Tags label your assets, so anyone can find them with search (**⌘+F**) or the **Tags** filter. Select several assets in the gallery, open the tag field in the bar at the bottom, type the tag and press Enter: it's added to every selected asset. Use dashes instead of spaces, for example `status-approved`, and agree on a short list of tags as a team.

![The tag field with status-approved typed, above the selection bar with its Collections menu](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/a32d0d6ea5578805641fe06707877ddd95a7514724cee6cbc14624b325b497e9.webp)

## Step 3: Share a workflow, and lock it

A workflow is shared with everyone in its project. Open it and click the **...** menu at the top right of the editor:

| Menu item | What it does |
|---|---|
| **Lock Workflow** | People can still run it, but not change it |
| **Export Workflow** | Downloads it as a file, to import in another project |
| **Duplicate Workflow** | Makes your own copy, to try changes without touching the original |
| **Copy Workflow ID** | Copies its ID, for the API |

A locked workflow opens in run-only mode ("You're in run-only mode"), with **Switch to Edit Mode** for those who may change it.

![The workflow's menu: Open App, Lock Workflow, Export Workflow, Duplicate Workflow and Copy Workflow ID](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/0540e0c2df1104ab48188e686a9860dda5d1cdacf0fd8367db4ad213e2e3871e.webp)

## Step 4: Move a workflow to another project

To use it in another project, export it, then import it there: switch to the other project with the pill, open **Workflows** and click **Import** at the top right. It comes back exactly as you built it, with all its nodes, connections and settings.

![The Workflows page with Create and Import at the top right](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/2fe6b9ffea496626978fa3c51da835ebc41b7055240c27a8a6e317ddb560c275.webp)

## Step 5: Put Apps on the project's Home page

A workflow can also become an App: a simple form with only the inputs and outputs you choose, so anyone can run it without seeing the nodes. Click **Edit App** at the top of the editor to set it up.

Then **Customize Home** can put Apps on the project's Home page. Open your account menu at the top right and choose **Customize Home**. The panel lists the Home page's sections (**Scenario Genie**, **Spotlight**, **Tools**, **Apps**, **Recent Creations**, **Explore**). Set **Apps** to the project's own apps with **Source**, drag sections to reorder them, or click **Add Widget** for another one.

![The account menu with Settings and Customize Home](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/c8b6fef15d9c6c4b88d206d2dd190c8c8a45d4ea3c10283459fc850253f7be79.webp)

![The Customize Home panel with its sections, Apps and its Source, and Add Widget](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/d49de2cb465b521be8b2122e4f41d45ca6fc177d5bde444c3a69e86af5e80a84.webp)

## Step 6: Write organization instructions for the Agent

The Agent works from two kinds of context:

- **Instructions**, which people write: rules it always follows.
- **Memory**, which it learns as you work.

Organization instructions apply in every project, and only admins can edit them: for example, your brand voice. Open **Organization** › **Agent** and write them in **Organization Instructions** ("Rules the Agent always follows across every project"), then click **Save**. **Project overrides**, at the top, lists the projects that add their own.

Keep them short and stable, one rule per line. The film's example:

```text
Look: clean 2D hand-painted. No photoreal unless a brief asks.
Stills: GPT Image 2.5 Sunburst. In-image text: Ideogram 4.5. Edits: GPT Image 2.5 (masked) or Nano Banana 2.1.
Video: Seedance 2.5, or Grok Imagine Video 1.5 for speed and audio.
Lip-sync: Veed Fabric. 3D: Rodin Gen-2.5. Textures: a Realistic Textures LoRA.
Ratios: 16:9 hero, 9:16 store. Upscale finals only.
Tag assets by project and milestone, and file approved work in its collection.
```

![Organization › Agent: Project overrides and the Organization Instructions field](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/2690ae1dd618c8f82a59041b94dd90da8348ce3738ecce81b400a81f49742052.webp)

## Step 7: Add project instructions

Project instructions add to them for one project: the art direction, the models to use, how to write prompts. Open **Project** › **Agent** and write them in **Project Instructions** ("Rules the Agent follows in this project, on top of the org's"). The **Inherited** note reminds you that the organization's instructions still apply.

Write them like the brief you'd give a new teammate:

```text
Top-down pixel RPG. Cool palette, torchlit dungeon mood, rounded UI.
Characters: our trained "Knight" model, then Character Turnaround for 4-view sheets.
Edits: GPT Image 2.5 with a mask, and always pass the hero reference images.
Textures: our "Stone Walls" Realistic Textures LoRA for seamless tiles.
In-world text: Ideogram 4.5. Video: Seedance 2.5. Ratios: 16:9 cinematics, 1:1 icons.
Approved art gets tagged "locked" and filed in the "Locked Art" collection.
```

![Project › Agent for Tour Demo: the Inherited note and the Project Instructions](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/acde75f2bddf7c86b298a4159540994bb468ee9da420d42dc54f7b6a3cfa077b.webp)

## Step 8: Add your own instructions

Each person can add their own instructions too, under **You** › **Agent** › **Personal Instructions** ("Your own rules, applied in every project you work in").

When rules overlap, the more specific one wins: your own over the project's, the project's over the organization's. Instructions also win over memory.

![You › Agent: Personal Instructions and Personal Memory](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/3398e3e8e4c442e439d5ee9d74d882e8a8cbc19d788bcbd0750065d8c74d0b51.webp)

## Step 9: Review the Agent's memory

Memory is private to each person: there's no shared memory for the organization or a project. It comes in two parts:

- **Personal Memory**, under **You** › **Agent**: what the Agent learns about how you work, across all your projects.
- **Project Memory**, under **Project** › **Agent**: what it learns about how you work in this project.

You can review it, edit it and save it, or ask the Agent to forget something.

![Project › Agent with Project Instructions and Project Memory, last updated Nov 5, 2026](https://ufgc0c9mhl4ueq76.public.blob.vercel-storage.com/academy/3fb0d2e84526177e041798eb5e14b4d2aea63fb3478fc48a60ada3d6853639fe.webp)

| Source | Who writes it | Where | Who it applies to |
|---|---|---|---|
| **Organization Instructions** | Organization admins | **Organization** › **Agent** | Everyone, in every project |
| **Project Instructions** | Project owners and admins | **Project** › **Agent** | Everyone in the project |
| **Personal Instructions** | You | **You** › **Agent** | You, in every project |
| **Personal Memory** | The Agent, and you | **You** › **Agent** | Only you, every project |
| **Project Memory** | The Agent, and you | **Project** › **Agent** | Only you, in this project |

## Step 10: Bring your team in

To invite many people at once, paste their emails into **Invite Members** (under **Organization** › **Members**), and give them a role and their projects in one go. For long lists, use **Import CSV**. [People and access](https://learn.scenario.com/teams/people-and-access.md) shows each screen.

Projects can follow however your team works:

- **One shared project** for a small team.
- **One project per client or game**, so each team sees only its own work.
- **A sandbox** for trying things out, with new models and a spend cap.

## Step 11: See how it's going

**Analytics** and the **Activity Trail**, under **Organization** in Settings, show how it's going: who's active, what they use, and what they make. [Spend and usage](https://learn.scenario.com/teams/spend-and-usage.md) walks through both.

## Common problems

| What you see | What to do |
|---|---|
| Someone changed a shared workflow by mistake | Lock it with **Lock Workflow**; people can still run it |
| A workflow is missing in another project | Workflows don't move on their own; export it and **Import** it there |
| You want to try changes on a team workflow | **Duplicate Workflow** and work on your copy |
| The Agent ignores the brand rules | Put them in **Organization Instructions**; check that a project or personal rule doesn't override them |
| The Agent remembers something wrong | Edit your **Personal Memory** or **Project Memory**, or ask it to forget |
| Teammates can't find approved work | Agree on tags and a collection per job, and add both to the instructions |

## What's next

That's Admin and governance. You've set up your organization, controlled access and spend, protected your content, and brought your team in. Go back to [Set up your workspace](https://learn.scenario.com/teams/set-up-your-workspace.md) any time you need the map, and now go and build something together.

Source: https://learn.scenario.com/teams/share-and-roll-out