As your organization grows, a single chatbot may not be enough. Different departments have different knowledge bases, different teams need different access levels, and different audiences need different experiences. This guide shows you how to manage multiple bots and collaborate with your team effectively.
1. When to Create Multiple Bots
While it's tempting to put everything into one chatbot, there are clear scenarios where multiple bots work better.
Signs You Need Multiple Bots
Different departments
HR, Sales, Support, and IT have distinct knowledge bases and should have separate bots to avoid confusion and maintain accuracy.
Different audiences
Internal employees vs. external customers need different information, tone, and access levels.
Different products or brands
Each product line or brand may need its own bot with specific branding, knowledge, and personality.
Confidentiality requirements
Sensitive information (financial, legal, HR) should be isolated in private bots with restricted access.
When One Bot is Enough
Stick with a single bot if:
- All your content is related and serves the same audience
- Your knowledge base is small (under 50 documents)
- You don't need team collaboration or access control
- You're just getting started and want to keep things simple
Tip: Start with one bot and split later. It's easier to divide an existing bot into specialized ones than to merge separate bots.
2. Plan Limits & Scaling
The number of chatbots and team members you can have depends on your plan.
Chatbot Limits by Plan
| Plan | Chatbots | Expert Bots | Team Seats |
|---|---|---|---|
| Starter (Free) | 2 | 1 | 1 (owner only) |
| Pro | 5 | 3 | 1 |
| Business | 10 | 5 | 10 |
| Enterprise | 20 | 10 | Unlimited |
Scaling with Add-ons
Need more capacity? Add-ons let you grow without changing plans:
+1 chatbot slot
$7/month
+1 team member slot
$5/month
Note: If you downgrade your plan and exceed the new limits, excess bots will be frozen (not deleted). You'll have 30 days to upgrade or choose which bots to keep active.
3. Inviting Staff Members
Team collaboration starts with inviting staff members to your account. Staff members can help manage bots without having full account access.
How to Invite Staff
- Go to Settings → Staff Management
From your dashboard, click your profile icon and select
Staff Management. - Click "Invite Staff Member"
Enter the email address of the person you want to invite.
- Select initial bot assignments (optional)
You can assign bots now or do it later after they accept.
- Send invitation
They'll receive an email with a link to join your team.
Staff Member Roles
Account Owner
Full access to everything. Manages billing, staff, and all chatbots. There's only one owner per account.
Admin
Elevated staff member who can manage other staff and bots on behalf of the owner. Cannot access billing.
Team Member
Can only access assigned bots with specific permissions. Cannot see other bots or manage staff.
Managing Staff
From the Staff Management page, you can:
- View all team members — See who has access and their status
- Edit assignments — Change which bots a staff member can access
- Remove staff — Revoke access (they lose all bot assignments)
- Resend invitations — For pending invites that weren't accepted
4. Assigning Bots to Team Members
Staff members only see bots they're assigned to. This keeps things organized and secure.
How to Assign Bots
- Go to Staff Management
- Click on a staff member's name
- Select "Manage Bot Assignments"
- Check the bots they should access
You can assign multiple bots to one person, or one bot to multiple people.
- Set permissions for each bot (see next section)
- Save changes
Assignment Strategies
| Strategy | Best For | Example |
|---|---|---|
| Department-based | Clear ownership | HR team manages HR Bot, Sales manages Sales Bot |
| Role-based | Specialized tasks | Content team updates KB, Support team reviews chat logs |
| Full access | Small teams | Everyone can access all bots (simpler but less secure) |
5. Setting Granular Permissions
Each bot assignment comes with granular permissions. This lets you control exactly what each team member can do.
Permission Categories
View conversation history, export logs, manage chat sessions.
Upload documents, crawl websites, manage training data sources.
View and export lead information collected through the chatbot.
Add custom question-answer pairs to improve bot responses.
Modify system prompt, AI model settings, and response behavior.
Change colors, avatar, welcome message, and visual styling.
Common Permission Templates
| Role | Recommended Permissions |
|---|---|
| Content Manager | Knowledge Base (full), Q&A (full), Chat Logs (view only) |
| Support Agent | Chat Logs (full), Leads (view), Q&A (add only) |
| Designer | Appearance (full), everything else (view only) |
| Analyst | Chat Logs (view), Leads (view), everything else (none) |
6. Bulk Operations
When managing multiple bots, bulk operations save time by letting you update several bots at once.
Available Bulk Actions
Bulk Activate/Deactivate
Turn multiple bots on or off at once. Useful for scheduled maintenance or seasonal campaigns.
Bulk Visibility Change
Switch multiple bots between public and private. Note: Private bots count against your private bot quota.
How to Use Bulk Actions
- Go to your Dashboard
- Select multiple bots
Use the checkboxes next to each bot card, or click "Select All".
- Click "Bulk Actions"
A dropdown appears with available actions.
- Choose your action and confirm
Tip: Use bulk deactivate before making major knowledge base updates. This prevents users from seeing incomplete or inconsistent information during the update.
7. Organization Strategies
Here are proven patterns for organizing multiple bots across your organization.
Pattern 1: Department-Based
One bot per department, each with dedicated staff and knowledge base.
Organization: Acme Corp HR Bot (Private) ├── Owner: HR Director ├── Staff: HR Team (3 people) ├── Knowledge: Employee handbook, benefits, policies └── Audience: Internal employees only Sales Bot (Public) ├── Owner: Sales VP ├── Staff: Sales Team (5 people) ├── Knowledge: Product info, pricing, case studies └── Audience: Website visitors, prospects Support Bot (Public) ├── Owner: Support Manager ├── Staff: Support Team (4 people) ├── Knowledge: FAQs, troubleshooting, docs └── Audience: Customers
Pattern 2: Audience-Based
Separate bots for internal vs. external users with different access levels.
Organization: TechStartup Inc Internal Assistant (Private) ├── Staff: All employees ├── Knowledge: Company wiki, HR policies, IT guides ├── Access: Email whitelist (company domain) └── Contains: Sensitive internal information Customer Help (Public) ├── Staff: Support team ├── Knowledge: Public docs, FAQs, tutorials ├── Access: Anyone └── Contains: Customer-safe information only
Pattern 3: Product-Based
One bot per product line, each with product-specific knowledge.
Organization: SoftwareCo Product A Support ├── Knowledge: Product A docs, changelogs, tutorials ├── Appearance: Product A branding └── Deployed: productA.company.com Product B Support ├── Knowledge: Product B docs, changelogs, tutorials ├── Appearance: Product B branding └── Deployed: productB.company.com Enterprise Support (Private) ├── Knowledge: All products + enterprise features ├── Access: Enterprise customers only └── Deployed: enterprise.company.com
Best Practices
Use clear naming conventions
"HR Internal Bot" is clearer than "Bot 3". Good names help staff find the right bot.
Document your bot structure
Keep a simple spreadsheet listing each bot, its purpose, owner, and staff members.
Assign clear ownership
Each bot should have one person responsible for its content accuracy and updates.
Review permissions quarterly
People change roles. Regularly audit who has access to what and remove stale assignments.
Pro Tip
Start simple. It's better to have 2-3 well-maintained bots than 10 neglected ones. You can always add more as your team grows and processes mature.