Sharing and brain access

The Sharing section of the workspace settings has two switches: one for sharing chats and one for admins' access to brains. In Custodos a share always stays inside the workspace and grants reading only. There are no public links.

Flip the switches

Open Settings

Click Settings in the sidebar and scroll to the Sharing section.

The “Sharing” section with the switches “Allow sharing chats” (on) and “Admins have access to every brain” (off).

Choose a switch

Flip Allow sharing chats or Admins have access to every brain. The text below the switch describes the new state. The change applies at once.

Both switches are recorded in the activity log, in both directions: as "Chat sharing changed" and "Admin access to brains changed".

This switch is on in a new workspace.

On: members can use Share to share a chat with Selected people or Everyone in the workspace. The share is live: whoever has it also reads new messages. Attached files stay with the person who owns the chat; only their names are shown. Anyone who wants to carry on uses Copy and continue to get a chat of their own with the transcript and the generated files, but without the attached documents.

Off: the Share button disappears from chats, the Shared with me list stays empty, and existing shares stop resolving at once. They stay stored and apply again if you allow sharing later. Copies that were already made belong to the person who made them and are kept.

The switch applies to chats only. Brains and agents are still shared through their own sharing settings.

Chat	Person who owns the chat	Person it is shared with	Admin without a share
Read	Yes	Yes, while sharing is allowed	No
Write in it	Yes	No, only in a copy of their own	No
Open attached files	Yes	No, only the name is shown	No
Change sharing, rename, delete	Yes	No	No

Admins cannot read other members' private chats. They see usage and cost, never message content.

Admins have access to every brain

On: workspace admins can open, edit and share every brain, including brains with the access Selected people only.

Off: whoever creates a brain decides whether the admins have access. Otherwise admins are ordinary members. They use brains shared with Everyone in the workspace like everyone else, and see restricted brains only if they were added. The creator can include the admins as a group:

when creating a brain with Selected people only, with the Include workspace admins switch,
later in the brain's Share dialog, with the Workspace admins row.

This gives every current and future admin full access to that one brain.

The “Share” dialog of the Firm handbook with “Everyone in the workspace”, Lea Keller as creator and the “Workspace admins” switch.

In new workspaces the switch is off. Workspaces that already existed before mid-September 2026 kept it switched on. If you switch it off, admins immediately lose access to every brain that was not shared with them.

Brain	Switch on	Switch off
Created by yourself	Full access	Full access
Everyone in the workspace	Admins: full access	Admins: use it like everyone else, edit only if shared with them or included as a group
Selected people only	Admins: full access	Admins: do not see it unless added or included as a group

If the creator leaves the workspace and nobody else can edit the brain, it passes to the admins. The activity log then shows "Brain passed to the admins". Shares granted to the departing person are deleted when they are removed from the workspace.

How brains are shared and what editors and readers may do is explained under Access and sharing.

Best practices

Before the first brains, agree whether admins should see into everything. For personnel records or management documents, "the creator decides" is usually the right choice.
Give every important brain at least one more person with Can edit, so it does not depend on one person.
Keep chat sharing on unless a client agreement rules it out. Shared chats save explanations.
Tell the team that a share is live: later messages in the same chat can be read too.