Set up your team
One shared knowledge base that every teammate's ChatGPT or Claude can read. This is the first-day setup: create the team, give it a shape, and get everyone connected in a few minutes.
A team is a shared workspace with its own folders, notes, and AI instructions, separate from your personal space. By default, everyone on the team reads and writes the same notes, and each teammate's connected AI reads the same shared context through MCP.
You need a Hjarni account to create a team. Your teammates do not need one yet; they create theirs for free when they accept the invite.
1. Create the team
Start from Start a team (or the "+" next to your spaces in the sidebar). Give the team a name, usually your company or project. That creates the shared space and makes you its owner.
As owner you can manage members, set team-wide roles, and handle billing. You can transfer ownership later if someone else should run it.
2. Structure your shared folders
Give the team a shape before you invite people, so the first thing they see is a workspace that already makes sense. A few folders that earn their keep for most teams:
Decisions
Why you chose Postgres, why pricing changed, what you tried and rejected. The institutional memory most teams lose when someone leaves.
Runbooks
Deploy steps, rollback procedures, incident playbooks. Your team's AI can be the first responder when someone asks.
Onboarding
The unwritten context a new hire needs. Write it once; every new teammate's AI reads it on day one.
Use containers for structure and tags for cross-cutting labels. You can reshape this any time, so don't over-think it.
3. Set a team AI instruction
Team-level AI instructions are shared with every member's assistant when it works with team notes, so the team gets consistent behavior without each person configuring their own.
Start with one. On the Runbooks folder, for example: "When asked about deploys or incidents, search this folder first and follow the steps exactly." Personal instructions stay personal; team instructions are shared.
4. Invite your teammates
On the team's Members page, invite people by email. Each gets a link to join; when they accept, they land straight in the shared space. You can also ask your AI to send an invite for you through the teams-invite tool if you have Hjarni connected.
By default every member can read and write everything in the shared workspace. If you need to tighten that, set per-member or per-folder roles (viewer, editor, admin).
Invited by the wrong email address? The invite screen lets a teammate re-authenticate with the invited address or request access under the account they actually use, so a work-vs-personal mismatch is no longer a dead end.
5. Everyone connects their AI
The shared brain is only useful once each teammate's assistant can read it. Everyone connects the AI they already use, once:
From then on, when anyone asks their AI "how do we handle deploys?" or "why did we move off Redis?", the assistant can answer from the team's notes instead of guessing.
One shared brain. Every teammate's AI.
Free to start, no credit card. Everyone brings their own ChatGPT or Claude.
What it costs
Every team starts free and stays free for its first 25 team notes, enough to structure a workspace and see the shared brain working. After that a team is $20 per seat per month, and seats prorate automatically as people join or leave.
Full detail on seats, prorating, and what a seat includes is in Team billing and seats.
Common questions
FAQ
How long does setting up a team take?
A few minutes. Create the team, add a couple of shared folders, write one team-level AI instruction, and send invites. Your teammates connect their own AI and the shared brain is live.
Do my teammates need their own Hjarni account?
Yes, but they create one for free when they accept the invite. There is nothing to install in Hjarni. They sign in, land in the shared team space, and connect the ChatGPT or Claude they already use.
Can I move my existing personal notes into the team?
Yes. Any note can move between your personal space and a team whenever you need. Move the folders that should be shared into the team; your private notes stay in your personal space.
Does everyone have to use the same AI?
No. Each teammate brings their own assistant, whether that is ChatGPT, Claude, or Cursor. Hjarni gives all of them the same shared memory through MCP, so nobody is locked to one model.
Related docs
Questions about setting up your team?
Email evert@hjarni.com
Give your AI a memory. Free.
Connect Claude or ChatGPT to notes they can actually read and write.
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