Ownership and team practice

Every agent needs an owner

An agent that nobody owns is a risk: no one reads its failures, approves its requests or notices a leaked key. Decide an owner when you create the agent.

In PGB Agents each agent belongs to one account. Nobody else can see another person's agents, runs or approvals. That is a safety feature, and it shapes team practice: choose an accountable person for each agent, and agree who covers when they are away.

What the owner is responsible for

• Writing and updating the instructions, and keeping a design brief.
• Choosing tools and keys with least privilege.
• Deciding approvals promptly, and not on autopilot.
• Watching Reports and Usage, and doing the weekly review.
• Pausing the agent when something is off, and rotating or revoking keys.
• Retiring the agent when the job ends.

Write it down

For each agent, keep a one-page record where your team keeps documents, such as in PGB Drive:

• What it is for, and what it must never do.
• Its owner and backup.
• Tools, mailbox and key name.
• Budgets and guardrails.
• How to stop it.
• Test cases and the date of the last review.

If a person leaves, hand over the record and replace the keys the departing person created.

Use shared mailboxes carefully

If an agent works on a shared mailbox, remember that its actions affect everyone who uses it. Keep the key's rules strict, tell the team the agent exists, and decide who handles held messages.

Share the knowledge

Train people on how agents work. In PGB Learn, workspace administrators can adopt courses and assign training to teams, so everyone who approves agent actions understands the risks. See the guides on adopting team training.

Try it yourself

Write the one-page record for one agent you built. Include the owner, backup, key name and "how to stop it". Share it with a colleague and ask them to find one thing you missed.

Recap

• Every agent has an accountable owner and a backup.
• Keep a short written record: purpose, limits, tools, keys, budgets and how to stop it.
• Tell the team, keep shared-mailbox rules strict and train approvers.