Invite guests to ask the Mammoth agent about your data
A guest is someone you invite to ask the AI agent questions about data they can't open. Guests join free, never take a seat, see only Ask and read only the projects and files you pick. Workspace Owners invite them from Workspace Settings → AI Agent → People → Invite to a room; the AI Agent and Ask mode are available on Enterprise plans.
Before you start
- Agents, Ask mode and Guests must all be on, on the Settings tab of the AI Agent page. Access can only be given while Ask mode and Guests are both on. See Set up AI Agent access.
- Only Workspace Owners can invite ("Only workspace owners can change this page or invite guests.").
Invite someone to Ask
On the People tab, click Invite to a room. The dialog walks you through steps, with the step number and name at the top, for example "Step 2 of 6 · Which room".
| Step | What you do |
|---|---|
| Who | "Who should be able to ask?" Add one or more emails or names. Someone new to Mammoth joins free and sees only Ask |
| Which room | Pick a room, or New room… ("Pick the data now and name it. It's ready for the next person too."). Add a Note, sent with the invite (optional). Shown when the workspace has rooms |
| What they can read | Tick the projects, folders or files they can ask about. A ticked project includes files added to it later. For a new room, enter a Room name; left blank, it's named from the data |
| What they can do | "They can ask questions, get answers, charts and summaries, and look through the rows in Explore." It also says whether they can download data. Change it under Customize |
| What they'll care about | The agent drafts a Welcome note and Starting questions from the files you picked. Edit anything, or leave it as drafted. Add a question adds another |
| Preview and send | "See it as Pat, then send." Shows the invite email and their digest. Click Send invite |
With a room picked, the steps are Who, Which room and Preview and send. With no rooms in the workspace yet, there's no Which room step.
People not yet in the workspace are told they'll join free, see only Ask, and get an email with example questions. The invite goes out as soon as their first page is ready, within a few minutes. If the agent can't draft a welcome, you see "The agent couldn't draft a welcome this time. Write your own, or leave it empty."
See everyone with Ask on the People tab
The People tab lists everyone given access, with columns Person, Room and Added. A count sits above it, for example "3 people". Below it, a usage line reads, for example, "Calendar month so far: 120 guest questions", with how many people with access are at or near their limit (80% of it or more).
With no one yet, the list reads "No one yet. Give access to people who should ask about data they can't open."
Each person is marked with one of these:
| Status | Meaning |
|---|---|
| Member | A workspace member. Their row adds "plus their own access" |
| "Not a member · free" | A guest who joined |
| "Invited · free" | A guest who hasn't accepted yet |
| "Invited · their page is ready" | Invited, and their first page is ready |
| "Preparing their first page · the invite goes out when it's ready" | Mammoth is still building their first page |
Move, edit, resend or remove a guest
Each person's row has a ⋯ menu (its tooltip reads, for example, "More for Pat Lee"), and a button while their invite is held.
| Action | What it does |
|---|---|
| Send now | Sends the invite without waiting for their first page. Shows Try again if sending failed |
| Move to another room | Moves them to another room: "Their access follows the new room." With only one room: "There's no other room yet. Make one in Rooms." |
| Resend invite | Sends the invite email again |
| Edit | Opens "Edit access for Pat Lee" to change what they can ask about. Shown for people who aren't in a room |
| Remove | Asks "Remove access". They can no longer ask the agent about these files. Their chats stay |
To check what someone sees, use Preview as one of them in their access panel, or the Preview and send step of an invite. A bar at the top reads, for example, "Previewing as Pat Lee" and says what they can ask about, ending "not saved to Pat Lee's chats". Back to AI Agent settings ends the preview.
Give or edit access
Edit on a person opens the access panel.
| Part | What it does |
|---|---|
| People | Emails or names. Typed addresses not in the workspace become new guests |
| About | The projects, folders and files they can ask about. A ticked folder includes datasets added to it later |
| They get | Can download data, on or off |
| Summary | For example "They'll be able to ask questions and get answers, charts and records from these 3 files. They can't open the files or change anything." |
| Preview as one of them | Opens Mammoth as one of these people sees it |
| Remove access | Only when editing. Removes their access |
| Give access or Save | Saves |
A person in a room shows, for example, "In Clinic managers", with Move to another room. Their access follows the room.
If someone could already open the project, nothing changes for them: "pat@example.com could already open the project, so nothing changed for them."
Set the monthly question limit for guests
Questions per guest each month, on the Settings tab under Guests, starts at 200. It takes a whole number from 1 to 100,000 ("Enter a whole number from 1 to 100,000."). Members aren't limited here.
The month is the calendar month. Questions asked in Ask and in Slack count. Today pages and the Today email don't.
As a guest gets close, the chat box shows, for example, "You've used 170 of 200 questions this month." At the limit, new questions are refused: "You've used all 200 of your questions this month. New questions start again on the 1st, or ask the owner to raise your limit." Their Today page and email keep updating. Raise Questions per guest each month to let them ask again before the 1st.
Give people Ask access from a project
Workspace Owners also see guests from the project. Open a project's Share or Manage Users window: Can ask the agent about it lists people who can ask the agent about the project's data without opening it. They don't take a seat. Click Give access… to add someone, or Manage in AI Agent settings to come back to the AI Agent page. See Share a project and set project roles.
Limits
| Item | Limit |
|---|---|
| Questions per guest each month | 200 by default; set from 1 to 100,000 |
| Seats used by a guest | None |
| What counts | Questions in Ask and in Slack; not Today pages or the Today email |
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| A guest sees Ask is off in this workspace right now | Agents, Ask mode or Guests is off | Turn them back on. Their access is kept |
| "You've used all 200 of your questions this month..." | The guest reached the monthly limit | Raise Questions per guest each month, or wait for the 1st |
| "...could already open the project, so nothing changed for them." | The person already has project access | Nothing to do: their own role already covers it |
| The invite hasn't arrived | Their first page is still being prepared | Wait a few minutes, or click Send now |
Related
- Set up AI Agent access, Ask mode and Slack: the switches guests depend on.
- Invite and manage workspace members: full members who take a seat.
- Share a project and set project roles: project access for people who need to open the data.
- Ask mode: what guests see when they ask.
Something wrong? support@mammoth.io