Add an AI teammate

Add an AI that works in Nova under its own name: roles, hours, a daily limit, whether it can be assigned work or talk to customers, then hand over its sign-in details.

In the sidebar, open Administration, then choose AI Teammates under Team & Access. The page address is /settings/org/ai-teammates. The Teammates tab opens first.

An AI teammate is software that works here as a colleague. It shows up under its own name in notes, history and approvals, it is on the team list with an AI badge, and it can have working hours, a daily limit and a title, like a person. It can only do what its roles allow, and only the things you leave ticked when you add it.

Before you start

• Your admin has to give your role the permission to manage AI teammates. Without it the Add AI teammate button is missing.
• AI has to be turned on for your organization. See Turn AI on or off for your organization.
• Decide who is accountable for it. That person hears when it hits its limit or is paused, and is asked when it needs an approval.

Steps

1. Press Add AI teammate. The Add AI teammate panel opens.
2. Under About this teammate, type a Name, such as "Sam", and a Title, such as "Scheduling assistant". The title is shown beside its name on the team.
3. Under What is it for?, say in a sentence what it does.
4. Choose the Accountable person. It is you unless you pick another team member.
5. Under Access, tick the Roles it needs. One is ticked already; keep at least one. It gets exactly the permissions those roles give a person.
6. Under What it can do, search for the thing it needs to touch, then press a button on its row: Read to look, Change to add and edit, Send and finish for things like sending an invoice. Press a row's arrow to pick one action at a time. This sits on top of its roles; nothing chosen means everything its roles allow.
7. Tick Work can be assigned to it if you want it offered in the same lists a person is when you assign a work order or a task. Leave it unticked and it never appears there.
8. Under Working pattern, leave Working hours on Always, or choose Only at these times and set the days and windows. Outside those hours it can still read, but not change anything. For overnight cover add one window to 23:59 and another from 00:00. Type a Daily action limit to cap changes per day, or leave it blank.
9. Under Customers, tick It talks to customers if it will text or email them. Then set the Name customers see and leave Say it is an AI on what it sends ticked; the exact line customers get is shown underneath.
10. Under Ask a person first, pick anything you want a person to approve each time it is used. Those actions still work; they wait. Leave it empty and it just gets on with it.
11. Under Runs, choose Who runs it: Your own software or A vendor's product. Nova is listed but not available yet.
12. Press Add AI teammate. The panel closes and a message reminds you to issue a secret so it can sign in.
13. On the teammate's card, press Issue secret. A panel opens with the new secret.
14. Copy the secret and the Client id with the copy buttons beside them, and give both to whoever is setting it up, along with the Token endpoint and MCP endpoint shown there. Press Done.

Warning: The secret is shown once. If it is lost, press New secret on the card and confirm with Issue new secret; the old one stops working for new sign-ins.

Changing it later

1. Press Edit on the teammate's card. The same panel opens with its current settings, plus a photo or icon you can set at the top.
2. Change whatever you need and press Save changes.

What you see

• Each card shows the teammate's name, title, roles, hours, how many changes it has made today against its limit, who looks after it, when it was last active, and the last four characters of its secret. The status chip reads Active or Paused; Outside hours appears when it is between shifts.
• Press Activity on a card to read everything it has done, newest first. The same rows are in the audit log. See Read the audit log.
• On Team & Roles, the teammate carries an AI badge and its actions there say Manage AI teammate, which brings you back here.

If something looks different

• Add AI teammate is missing: your role cannot manage AI teammates. Ask your admin.
• The panel shows "Organization AI is not enabled.": an admin has to turn AI on under AI Governance first.
• A role you expected is not listed: roles come from Roles & Permissions, and only active ones are offered. See Create a role and choose its permissions.
• The teammate is refused a change and the message names its working hours: it is between shifts. Change its Working hours or wait for the next window.