Personas
Sharing a persona or keeping it private
Who can use a persona, who can share one with the organisation, and what happens when sharing is switched off.
Step 1
Share with organization
In the persona form, switch Share with organization on and everyone in your organisation can pick the persona. Off, it is private: only you can use it. Save the form to apply the change.
Create Persona
Configure a specialized AI assistant
Share with organization
Everyone in your organization can use it. Off keeps it private to you.
Active
Inactive personas are hidden from users
Step 2
When your role cannot share
Sharing needs a role that may publish personas: Moderators, Admins and Owners by default, or a custom role that includes it. Without it the switch is locked off and the form says so, and every persona you make stays private.
Create Persona
Configure a specialized AI assistant
Share with organization
Your role can only create private personas. Ask an admin to grant sharing.
Active
Inactive personas are hidden from users
Step 3
The Private chip
A private persona carries a Private chip on its card, so you can tell at a glance which of yours only you can use.
Your personas
Editor
Tightens drafts in UK English
Step 4
Where shared personas appear
Shared personas that are switched on appear for everyone: in the chips on the new chat screen, in summaries, and under Team in Select Persona, with the name of whoever made them.
Select Persona
Default
No persona, the standard assistant
Mine
Editor
Tightens drafts in UK English
GPT-5.5by youTeam
Legal reviewer
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Claude Opus 5by Sam LeeAnalyst
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Gemini 3.8 Flashby Priya ShahStep 5
Who sees what on the Personas page
Everyone sees their own personas and the shared ones that are switched on. Moderators also see shared personas that are switched off. Admins and Owners see every persona in the organisation, private ones included.
Your personas
Editor
From your organization
Filing helper
Suggests where a file belongs
Step 6
Turning sharing off
Switch sharing off and the persona disappears from everyone else's pickers. Chats other people already had with it carry on with the standard assistant from their next message. If your role cannot share, you cannot switch it back on.
Create Persona
Configure a specialized AI assistant
Share with organization
Everyone in your organization can use it. Off keeps it private to you.
Active
Inactive personas are hidden from users
Step 7
Pick a model everyone can use
A shared persona answers with its own model for everyone whose role includes that model. In chat, anyone whose role does not gets their own default model instead, with the same instructions and folders; for Members that is Gemini 3.8 Flash. New personas start on Gemini 3.8 Flash, which every role can use.
Create Persona
Configure a specialized AI assistant
Gemini 3.8 FlashTry it in Secretary, or create an account to get started.
Related guides
Finding your way around Personas
What a persona is, how the Personas page is laid out, and what each card tells you.
Creating a persona
Set up a new persona: its name, its instructions, the model it answers with, and where it can be used.
Giving a persona knowledge folders
Point a persona at the folders it should always search, and what each person who uses it can see.