# Team libraries

*Create a team library, choose its shared folder, invite people, and understand the roles.*

Online version: https://promptmason.ai/docs/team-libraries

A team library is a set of blocks and prompts your team shares. It syncs through a folder in the cloud storage your team already uses: OneDrive, SharePoint, Google Drive, Dropbox, or a network drive. No PromptMason server holds your libraries, and there's no PromptMason account. Only your library's members can read it, every edit is signed and checked, and you approve every PC that joins.

Team libraries are made for small teams, up to about 25 people.

On the Free plan, every library counts toward your limits, team libraries included. If a team library takes you over 25 blocks or 15 prompts, your library is paused: you can still see, search and export everything, but you can't add, edit or copy, or ask to join another library, until you're back within the limits or on Pro. See [When your library is paused](https://promptmason.ai/docs/paused-library).

Looking for a notification? **You no longer have access to this library** and **A change wasn’t applied** are under [Notices about a team library](#notices-about-a-team-library). **[name] deleted [library]** is under [Delete a library for everyone](#delete-a-library-for-everyone).

## Create a team library

1. Click **Settings** in the sidebar, then **Libraries & sharing**.
2. Under **Libraries**, click **Create a team library**.
3. Type a **Name** and click **Create**.

4. If this is the first time PromptMason needs your keys, save your recovery kit and click **I’ve saved my kit** ([how](https://promptmason.ai/docs/recovery-kit#save-your-kit)).
5. Click **Choose where…** and pick where in your cloud storage the library should go, for example the top of your OneDrive or Dropbox. In Google Drive, open the Google Drive drive (usually G:) and pick **My Drive**: Google Drive doesn't allow new folders at the top of the drive itself. PromptMason makes a folder there called **PromptMason - [library name]**, for example **PromptMason - Acme Corp**. This is the folder you'll share with your team.

    ![The step asking where to put the team library, with Choose where, Share through this folder and Not now buttons.](https://promptmason.ai/images/docs/team-libraries-choose-where-window.webp)

6. Make sure your cloud storage keeps the whole folder on this PC. See [Keep the whole folder on every PC](#keep-the-whole-folder-on-every-pc).
7. Click **Share through this folder**.

If you click **Not now** instead, the library stays only on this PC. To share it later, open its **Manage** window and use **Share through this folder**.

## Invite people

The **Invite people to …** window opens after you share. For each person:

1. Share the library's folder (**PromptMason - [library name]**) with them in your cloud storage, and let them make changes (edit access).
2. Click **Copy** next to the invite and send it to them, by email or chat. The invite holds no secret; it lets their PC check it's joining the right library.
3. When they ask to join, you'll see it in Notifications. Call them, compare the approval code, and approve them. See [Approve a PC](https://promptmason.ai/docs/approve-device) for the steps.

![The Invite people window with the invite line, a Copy button and a Done button.](https://promptmason.ai/images/docs/team-libraries-invite-people-window.webp)

Click **Done** when you're finished. To invite someone later, open **Settings → Libraries & sharing** and click **Manage** next to the library. The **Invite people** section has the invite and its **Copy** button. Only the [primary owner](https://promptmason.ai/docs/primary-owner) sees it, and only once the library syncs through its folder.

## Join a team library

If someone invited you:

1. Accept the folder your teammate shared with you in your cloud storage, so it shows in File Explorer on this PC, and keep it on this PC (see [below](#keep-the-whole-folder-on-every-pc)).
2. Click **Settings** in the sidebar, then **Libraries & sharing**.
3. Under **Libraries**, click **Join a team library**.
4. Paste the invite under **Invite** and click **Next**.
5. Click **Choose folder…**, pick the library's folder (**PromptMason - [library name]**) as it appears on your PC, and click **Next**.
6. Choose **No, I’m new here** and click **Ask to join**.

    ![The Join a team library window with the choices No I'm new here and Yes this is another of my PCs.](https://promptmason.ai/images/docs/team-libraries-join-window-choices.webp)

7. If this is the first time PromptMason needs your keys, save your recovery kit and click **I’ve saved my kit**.
8. **Your approval code** appears. The primary owner calls you to check it matches the code on their screen.

    ![The Your approval code window with a code to read out to the primary owner.](https://promptmason.ai/images/docs/team-libraries-your-approval-code-window.webp)

9. Click **Close**. You don't need to write the code down: it stays in **Settings → Libraries & sharing** until you're approved. Then the library appears in the sidebar and starts syncing.

If PromptMason says it can't join or share, see [Sync problems](https://promptmason.ai/docs/sync-problems#library-folders-and-invites).

Already in the library on another PC? Choose **Yes, this is another of my PCs** instead and see [Use your library on a second PC](https://promptmason.ai/docs/second-pc#a-team-library).

## Roles

| Role | What they can do |
|---|---|
| **Reader** | Uses what's in it. Can rate and favorite. |
| **Editor** | Uses and changes what's in it. |
| **Owner** | Also exports the library, imports bundles into it, backs it up and restores deleted items. |
| **Primary owner** | One owner, who also approves PCs, removes people and PCs, changes roles, and changes the library's name and settings. See [The primary owner](https://promptmason.ai/docs/primary-owner). |

New members are editors unless the primary owner picks another role when approving them.

To change someone's role, the primary owner opens **Settings → Libraries & sharing**, clicks **Manage** next to the library, and picks the role next to the person's name under **Members**, on their approving PC.

![The Members section of a team library's Manage window with each person's role and their PCs.](https://promptmason.ai/images/docs/team-libraries-manage-members-roles.webp)

## Working together

- **Edits arrive on everyone's PCs** as their cloud storage syncs. Each item shows who created it and who edited it last, and each version in History shows who made it. A ✓ next to the name means the edit came from a PC proven to be theirs; "via AI app" means an AI app made it. See [Personal and team libraries](https://promptmason.ai/docs/libraries#who-made-what-in-a-team-library).
- **Ratings** show the team's average next to your own stars ([more](https://promptmason.ai/docs/libraries#team-ratings)).
- **If two people edit the same item at once**, the later save shows, and both versions are kept in History. Notifications says **Edited at the same time**; click **Open** to see the item.
- **Archiving and deleting are for everyone.** An archived item is out of the way for everyone, and anyone who can make changes can bring it back. A deleted item goes to **Recently deleted** in **Archive** for 30 days, and only an owner can restore it. See [Archive and delete in a team library](https://promptmason.ai/docs/libraries#archive-and-delete-in-a-team-library).
- **Attachments** on expected outputs can be up to 25 MB.
- **AI apps** (connected apps) can only read a team library unless the primary owner changes it. On their approving PC, under **Name and AI apps** in **Manage**, they pick **What AI apps can do in …**: **Read only (recommended)**, **Read and change**, or **Nothing: AI apps can’t see it**. It applies as soon as they pick it. To change the **Most changes an AI app can make per hour** (1000 to start with), they type a number and click **Save**. Both settings apply on every member's PC. Each person's own Connected apps setting applies too, and the stricter of the two wins ([Control what connected apps can do](https://promptmason.ai/docs/agent-access)). Everyone else sees the library's setting under **Name and AI apps**.

To put an item from your personal library into a team library, move it: see [Move items to another library](https://promptmason.ai/docs/libraries#move-items-to-another-library).

## Rename a library

The primary owner renames a team library from their approving PC:

1. Click **Settings** in the sidebar, then **Libraries & sharing**.
2. Under **Libraries**, click **Manage** next to the library.
3. Under **Name and AI apps**, type the new **Name** and click **Rename**.

The new name reaches everyone's PCs as they sync.

## Export or import a library

Owners can export a team library to a file, or import a bundle into it. A bundle holds blocks and prompts, never members or keys.

1. Click **Settings** in the sidebar, then **Libraries & sharing**.
2. Under **Libraries**, click **Manage** next to the library.
3. Under **Import and export**:
   - To export, click **Export [library]**. PromptMason saves a file with the library's blocks and prompts.
   - To import, click **Import a bundle into [library]** and pick the file. Then click **Add to what’s there** to add it to the library, or **Replace everything** and **OK** to replace the library's contents with the bundle. Click **Cancel** to stop.

Everyone in the library gets what you import, and **Replace everything** changes the library for everyone. Export first if you might want the old contents back. More about bundles: [Export and import](https://promptmason.ai/docs/export-import).

## Notices about a team library

**A change wasn’t applied.** One of these:

- "A change from [name] wasn’t applied because their role doesn’t allow it." Someone made a change their role doesn't allow, for example a reader's PC trying to edit. Nothing to do. If they should be able to make changes, the primary owner gives them a role that allows it.
- "A change from [name] was about an item this PC keeps in another library, so it wasn’t applied." The item stays where this PC has it. If you didn't move it between two libraries yourself a moment ago, tell the primary owner.

**You no longer have access to this library.** The message says "You have been removed from [library]" (or "This PC was removed from [library]"). Your copy stays on this PC, read-only. Click **Take it off this PC** when you no longer need it, or ask the primary owner if it's a mistake.

## Leave a library

Only the primary owner removes people, so ask them to remove you.

To take a library off one PC only:

1. Click **Settings** in the sidebar, then **Libraries & sharing**.
2. Under **Libraries**, click **Manage** next to the library.
3. Under **Take it off this PC**, click **Take off this PC**.
4. PromptMason asks "Take [library] off this PC?" Click **OK**.

The library and everything in it is removed from this PC. Everyone else keeps it.

## Delete a library for everyone

The primary owner can delete a team library for every member, once it syncs through its folder. Do it from your approving PC:

1. Click **Settings** in the sidebar, then **Libraries & sharing**.
2. Under **Libraries**, click **Manage** next to the library.
3. Under **Delete for everyone**, click **Delete for everyone**.
4. Read the warning and click **OK**.

What happens:

- The library comes off your PC straight away, and PromptMason clears the library folder. It keeps two small things: a `library.json` file and a `record` folder. They tell PCs that come back later that the library was deleted. Any other files you keep in that folder stay. Your Notifications shows **You deleted [library]**: "Every member’s PC takes it off the next time it syncs. Copies made outside PromptMason can’t be recalled."
- Every member's PC takes it off the next time it syncs, including PCs that come back after weeks away. Each member sees **[your name] deleted [library]** under **Earlier** in Notifications: "It was taken off this PC."
- Once every member's PC has synced, you can delete the folder yourself.
- It can't be undone. Copies people made outside PromptMason, such as exported bundles or copied text, can't be recalled.
- If you only want it gone from one PC, use **Take off this PC** instead.

## If the library folder is found empty

If someone empties the library folder (deletes or moves the files inside it), PromptMason doesn't treat that as a deletion. Your library stays on your PC, PromptMason puts its files back into the folder, and Notifications says **The library folder was empty**. If you moved the folder on purpose, choose it again (below). Only the primary owner's **Delete for everyone** deletes a library.

## If the library folder was moved or is gone

If the folder was moved, renamed or reconnected, Notifications says **Can’t reach the library folder**. Anyone in the library can fix it on their PC:

1. In Notifications, click **Choose the folder again**. (Or open **Settings → Libraries & sharing** and click **Manage** next to the library.)
2. Click **Choose the folder again…** and pick the library's folder where it is now.

PromptMason checks it's the same library and carries on. If you pick a different library's folder, it says "This folder isn’t the library you joined".

If the folder is gone for good, the primary owner puts the library in a new folder, from their approving PC:

1. Open **Settings → Libraries & sharing** and click **Manage** next to the library.
2. Under **Sync**, click **Put [library] in a new folder…**. (This button shows only while PromptMason can't reach the folder or found it empty.)
3. Pick where the new folder should go.
4. Click **OK**. PromptMason makes a new **PromptMason - [library name]** folder there and copies the library into it from your PC.
5. Share the new folder with everyone in the library, as when you [invited them](#invite-people). No one needs to be approved again.
6. Each person, on each of their PCs, clicks **Choose the folder again** in Notifications, then **Choose the folder again…**, and picks the new folder. As each PC does, it puts back what it wrote, so everyone catches up.

## Keep the whole folder on every PC

Your cloud storage must keep a copy of every file in the library's folder on each PC, not only online. Otherwise PromptMason waits for the cloud each time. Everyone in the team does this on every PC:

- **OneDrive or SharePoint:** in File Explorer, right-click the folder and choose **Always keep on this device**.
- **Google Drive:** in File Explorer, right-click the folder, choose **Offline access**, then **Available offline**. (If Google Drive is set to mirror your files, they're already on the PC.)
- **Dropbox:** right-click the folder and choose **Make available offline**.
- **A network drive:** nothing to do, as long as every PC can reach it.

## Want a hand?

Paste this prompt into Claude, ChatGPT or another AI assistant, together with this guide, to be walked through it step by step:

> Help me set up a team library for my team of 5 in PromptMason. We use OneDrive. Walk me through creating it, sharing the folder, inviting each person and approving them.