Shared Prism

A shared Prism gives each person a personal agent and workspaces, while groups provide shared agents, knowledge and tools. Configure the deployment as a trusted team environment and verify access using an ordinary member account.

1. Start in shared mode

MULTI_USER=1

Set this before first startup. The first account becomes the approved global administrator; later signups remain pending until approved. On an existing personal deployment, configuration and secrets migrate to the first administrator. Back up first and have the intended owner create the first account. Turning the flag off is not a supported rollback procedure.

2. Manage accounts

Open Admin → Users to approve or disable accounts and grant or revoke global administration. Create a second test account, approve it, then use a separate browser profile to check what it can see. Disabling an account is not a backup or export of its data.

3. Assign roles and groups

• Global administrator: deployment accounts, groups, AI sources, global tool policy, app/model availability, usage and logs. Telephony appears when PrismVox is connected.
• Group administrator: manages their group’s shared agent, knowledge, MCP, secrets and tool restrictions. This role does not grant global deployment administration.
• Member: personal Settings and the group capabilities granted to them; no administrative console unless they administer a group.

Create groups in Admin → Groups and assign memberships and roles. A person can belong to several groups. The personal agent uses its selected/default group context; to work with another group’s knowledge and MCP, use that group’s Room. Do not assume all group bases and servers are merged into every conversation.

4. Separate personal and shared information

Workspaces, personal conversations, agent identity, memories, Skills, app accounts, personal secrets and Telegram remain personal. Knowledge collections and MCP servers are group-scoped: members see them read-only in Settings and group administrators manage them in Admin. There are no personal MCP servers or document collections in shared mode. A member without a group has neither. Personal secrets remain personal unless shared; group secrets can be added from Settings → Secrets by members or managed in Admin → Secrets.

5. Configure and use the shared agent

In Admin → Shared agent select the group, then set name, avatar, model, personality and turn budget. In Room select the same group and mention @agent, or @ followed by the configured name with spaces removed. The agent receives messages posted since its last reply. It runs at member permission level and uses the group’s knowledge, MCP and secrets.

6. Set tool policy

• Admin → Tools: Open to members, Admins only or Disabled. Disabled removes the tool for everyone. Outbound-call tools start as admins-only.
• Admin → Tool access: a group admin can tighten the global policy for their group, never loosen it. Shared agents remain subject to member restrictions.
• Settings → Tools: a person can hide tools from their own agent but cannot bypass an administrator’s denial. Browser opt-outs are preferences, not a server authorization boundary.

7. Share widgets and notes

Use a widget’s Share action, add an optional description, and choose the group. The gallery shows title, author and a static preview; Add to workspace copies the widget to the current dashboard. A preview can include visible data, so inspect it before publication. Unsharing removes the publication and preview but leaves existing copies. Older shares without previews still work.

Sharing a widget does not automatically make every backend file accessible to another account. Test its custom tools, storage and shared dependencies as a member. The agent can build collaborative state with a common data file, locking and atomic writes where the execution environment permits it; check the actual data path and permissions. Notes can also be published to the group as read-only copies.

8. Connect group channels

Telegram remains personal. Slack is a deployment-wide connection configured by a global administrator in Settings → Channels. A group administrator configures the group Webex bot in Shared agent; it talks to the same shared agent as the Room. Review identities and permissions before connecting an external space.

9. Observe and validate

Admin → Usage shows activity, refused tool calls and recent errors without displaying conversation content. Check allowed models in Admin → Apps/platform settings and AI sources in Admin → AI provider. Test a member’s mailbox, a group knowledge search, one shared widget and one deliberately forbidden tool call.

Shared execution environment

Account and group permissions control access in Prism. The standard deployment has a common Docker execution environment, not an isolated container per group. Reserve code, terminal and host Docker access to a trusted team. A group permission model alone does not turn this deployment into an isolated public SaaS.