TeamsTeams plan5 min7 steps

How to share prompts with your team in AI Toolbox Teams (for admins and members)

For admins and members. Admins open Library in the Teams dashboard and click Add prompt. Every member then finds those prompts in the Team prompts tab of Manage Prompts on ChatGPT, Claude, Gemini and Grok, and in the // list with a Team badge. Editors can also share a prompt from the extension with Add to shared team library.

By Adi Leviim, Co-Founder at Infi Developments Last updated

Step by step

  1. Admins: open the Library page

    In the dashboard menu on the left, click Library.

    You should see: A page that says Shared Prompt Library, with the buttons All, ChatGPT, Claude, Gemini and Grok and an Add prompt button.

  2. Admins: add a prompt

    Click Add prompt. Give it a Name and type the text under Prompt. Put words people should fill in each time in double curly braces, like {{topic}}.

    Category (optional) groups prompts. Under Platform, keep All platforms so everyone sees it everywhere, or pick one site. Click Add prompt.

    You should see: The message Prompt added to the shared library and the new prompt in the list.

    The dashboard allows only a limited number of changes per hour. Add prompts a few at a time, or share many at once from the extension (step 7).

  3. Admins: edit or delete a prompt

    Each prompt has a pencil icon and a trash icon on its right side. Click the pencil to change it, then Save changes. Click the trash icon, then Delete to remove it for everyone.

    Click ChatGPT, Claude, Gemini or Grok at the top to see only the prompts for that site.

    You should see: The message Prompt updated or Prompt removed.

  4. Members: open Manage Prompts

    On ChatGPT, move your mouse over the round AI Toolbox button in the bottom-right corner. Five small buttons fan out. Click Manage Prompts.

    On Claude, Gemini or Grok, click the AI Toolbox button in the bottom-right corner, then click Manage Prompts in the list.

    You should see: A window called Manage Prompts.

    On ChatGPT you can also press Cmd+K on Mac or Ctrl+K on Windows, type prompts and pick Manage Prompts.

  5. Members: open the Team prompts tab

    Click Team prompts at the top of the window. Type in the search box or click a category button to find a prompt faster.

    You should see: The note Shared with your team and managed by your admin in the dashboard. and your team's prompts.

  6. Members: use a team prompt

    On ChatGPT, click the prompt's name to put it in the message box, or click Copy. On Claude, Gemini or Grok, click Insert or Copy. If the prompt has values in curly braces, a window asks you to fill them in first.

    Faster: type // in the message box. Team prompts show in the list with a Team badge. Click one to add it.

    You should see: The prompt text in the message box, ready to send.

  7. Editors: share a prompt from the extension

    In Manage Prompts, click Add Prompt on ChatGPT, or New prompt on Claude, Gemini or Grok. Fill in the name and text.

    Tick Add to shared team library, then click Add. Prompts shared this way show on all sites. An admin can change that in the dashboard.

    You should see: On ChatGPT, the message Added to your team library! The prompt now shows under Team prompts for everyone.

That's it. You have finished every tutorial in this section.

If something doesn't look right

I don't see a Team prompts tab

The tab only shows once your seat is active in this browser. Reload the AI site first. If it is still missing, follow Accept your team invite, or get a sign-in link at ai-toolbox.co/teams/member.

It says Your team has no shared prompts yet

Your admin hasn't added any prompts. Ask them to add some on the Library page, then close and open Manage Prompts again.

A team prompt shows on ChatGPT but not on Claude

The admin set that prompt to one site. In the dashboard, click the pencil on that prompt and change Platform to All platforms, then click Save changes.

It says You've made too many changes

Dashboard changes have an hourly limit. Wait an hour, or add the rest from the extension with Add to shared team library, which has a much higher limit.

I don't see Add to shared team library

Only owners, admins and editors can share prompts, and only when adding a new prompt, not when editing one. Viewers can use and copy team prompts but not add them.

Manage Prompts is missing from the AI Toolbox button

The prompt tools may be switched off. Open the AI Toolbox button, go to Settings, then Prompts, and switch on Prompt tools.

Free and Premium

Owners and admins manage the library in the dashboard. Owners, admins and editors can add, edit and delete team prompts in the extension. Viewers can use and copy them. The library holds up to 1,000 prompts.

  • Up to 1,000 shared prompts per team. Names up to 100 characters, prompt text up to 10,000.
  • Owners and admins manage the library in the dashboard. Editors can add, edit and delete team prompts in the extension. Viewers can use and copy them.
  • A prompt set to one site shows only there. All platforms prompts show on ChatGPT, Claude, Gemini and Grok.
  • Dashboard library changes count toward an hourly limit, so add prompts in small batches.
  • Only prompts are shared. Folders, chats, chains and personal prompts stay private to each member.
  • The library is read-only while the plan is not active.

Questions people ask

Can I share prompts with my team in ChatGPT?

Yes, with AI Toolbox Teams. An admin adds prompts on the Library page of the Teams dashboard. Every member then sees them in the Team prompts tab of Manage Prompts, and in the // list with a Team badge, on ChatGPT, Claude, Gemini and Grok. One click puts a prompt in the message box.

Who can add prompts to the AI Toolbox team library?

In AI Toolbox Teams, owners and admins add, edit and delete shared prompts on the dashboard Library page. Owners, admins and editors can also share a new prompt from the extension by ticking Add to shared team library. Viewers can use and copy team prompts, but can't change them.

Do team prompts work on Claude, Gemini and Grok?

Yes. AI Toolbox Teams prompts set to All platforms show on ChatGPT, Claude, Gemini and Grok. On Claude, Gemini and Grok you click Insert or Copy in the Team prompts tab, or type // in the message box. A prompt set to a single site shows only on that site.

Can team prompts have fill-in values?

Yes. In AI Toolbox Teams, put any word in double curly braces, such as {{topic}} or {{client}}, when you write a shared prompt. When a member uses it, a small window asks for each value first, then puts the finished prompt in the message box, ready to send.

Are folders and chats shared in AI Toolbox Teams?

No. AI Toolbox Teams shares only the team prompt library. Each member's folders, chats, pinned chats, prompt chains and personal prompts stay private to them. Conversations stay with ChatGPT, Claude, Gemini or Grok, and admins only see usage counts, never what anyone typed.

How many prompts can the AI Toolbox team library hold?

An AI Toolbox Teams library holds up to 1,000 shared prompts, and the Library page shows how many you have used. Each prompt can have a name of up to 100 characters and up to 10,000 characters of text. Delete prompts you no longer need to make room.

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