AdminGuide
Running Emargen for your organisation
Once your organisation is launched, most of Emargen runs without you. People start topics and initiatives, share them, and hand jobs to the agent on their own.
What’s left for you is a short list of jobs that reach everyone. You choose the AI the agents run on, and the tools and code they read. You decide who comes in and what each person may do. Most of it you do once, then check now and then.
Each job takes a permission. An administrator holds them all. You can hand some of them out with roles, so the work doesn’t wait on you.
Ask the admin agent first
Section titled “Ask the admin agent first”The admin agent sits beside every Admin page, and it knows how your organisation is set up. Ask it what’s missing, or why something doesn’t work, and it opens the page that has the answer. Ask it to change something, and it shows each change beside the chat as it goes. It never sees a key or a token. When one is needed, it gives you a card to type it into. See Admin.
Setting up comes first
Section titled “Setting up comes first”A new organisation starts in setup. You add the models, connect the tools where your knowledge lives, and add your repositories. Until someone launches the organisation, topics and initiatives are closed to everyone. Setting up an organisation walks through it, and Setup explains each step. Skipping a step and launching take the permission Launch the organisation.
The jobs
Section titled “The jobs”| Job | Where | Permission |
|---|---|---|
| Choose the AI providers, their models, the model each kind of work runs on, and a monthly limit on what flows spend on AI | Models | Manage models |
| See what AI use costs | Usage | Manage models |
| Look after every connection to your organisation’s tools. Everyone adds and runs their own. | Connections | Manage all connections |
| Add, fetch and remove repositories, and the Git hosts they’re cloned from | Repositories | Manage repositories |
| Choose what the analyses follow and how often, and run them | Repositories and Recipes | Analyse repositories |
| Invite people, resend an invitation or take it back | Members | Invite people |
| Make roles, give them to people, and map your company’s roles to them under single sign-on | Roles & permissions | Manage roles |
| Let Emargen support in while they help you | Support | Manage roles |
| Decide what people’s connected assistants, like Claude or Claude Code, may do here, and revoke one | Agent access | Manage roles and Manage organisation settings |
| See your plan, its limits and what’s running now | Plan | Any of the permissions here |
| Change the organisation’s settings, below | Workspace | Manage organisation settings |
| Keep the shared personas and skills, and pick the persona new people start with | Personas | Manage personas and skills |
| Keep the organisation’s topic templates | Templates | Manage templates |
| Approve what’s proposed for the Landscape, your organisation’s words for its systems, roles and terms | Landscape | Approve landscape changes |
| Approve published initiatives you don’t edit, at their Kickoff | Kickoff | Approve initiatives |
An initiative’s owner can approve their own without that permission, unless its approval gate is on. See approval.
Two roles of your own can take work off you. Give a support lead a Support role with Invite people, and they bring in new support colleagues themselves. Give a product manager a Product role with Approve initiatives, and published initiatives wait for them instead of you.
The organisation’s settings
Section titled “The organisation’s settings”The organisation’s settings sit on the Workspace page. Everyone sees the organisation’s name and code there. People with Manage organisation settings change the rest, and each setting applies to the whole organisation.
- Organisation. Its name, which everyone sees at the top of the menu and when they switch organisation. The code at the front of every key, like ACM in ACM-214, was set when the organisation started. It doesn’t change.
- Email to Emargen. Everyone has an address that turns the emails they forward into topics of their own. You can switch the addresses off, and choose to accept or refuse mail signed only with Google Workspace’s default signature. See email a topic in.
- Office files. Agents can also see a deck’s slides as pictures, when the deck has no more slides than the number you set. A picture costs the model about 1,500 to 3,000 tokens a slide.
- Offline reading. People’s devices keep a copy of what they read, so the app opens it with no connection.
- Working hours. The hours the calendar shows in half hours on its Day view.
- Working days. The time zone, the working days and the days off. Runs use them for their deadlines and waits.
- Academy edits. You can hold the Academy agent’s changes to the shared facts and cards until someone presses Apply.
You can also rename, merge and delete the organisation’s labels with it, delete its fields, and change fields that others made.
Keeping an eye on it
Section titled “Keeping an eye on it”- The record of AI use shows what AI costs, a month at a time, at list prices.
- A red count beside a page under Admin in the menu means a job waits for you there. A provider refused its key, say, or a repository’s analysis failed.
- Plan shows each limit and what’s in use right now. Look there when someone’s run is waiting for a free agent.
- Agent access lists every assistant that acts as one of your people, and when it was last used.
- Support lists every visit Emargen support made, and every change.
Signing in
Section titled “Signing in”Your people sign in with their email first, then with your organisation’s way in. That’s a password, kept in Emargen, unless your organisation asks for single sign-on. With single sign-on, your people join by signing in through your company, and your company’s roles can give Emargen roles every time they sign in. Someone in several organisations chooses which one to open after they sign in.