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Org-wide agent templates

Admins can publish reusable agent shells so the rest of the organization can deploy the same agent in one or two clicks — either as-is or with a chance to customize first.

[User] The Templates view

Click Agents > Deploy agent and choose Deploy from a template. The full-page Templates view loads with two sections:

  • From your organization — every template your admins have published. Only shown if at least one exists.
  • Built-in templates — the Kronisys-curated set (Daily database summary, Weekly inbox triage, OneDrive new file digest, SQL anomaly watcher).

Each row shows the template name, a short description, an edit-mode note (org templates only), and on the right a one-line schedule + tools summary plus an arrow CTA. Click a row to deploy.

[User] Quick deploy vs. customize before deploy

How a click behaves depends on whether the template is editable (the admin checked Allow customization when creating it) or locked (the admin did not).

  • Editable template — the row's edit-mode note reads: You can adjust the schedule and capabilities before deploying. Clicking the row opens the agent wizard prefilled with everything from the template — name, description, prompt, model, tone, capabilities, schedule, runtime, tokens, timezone. Walk through each step, change what you want, and click Deploy agent.
  • Locked template — the edit-mode note reads: Deploys instantly — no edits. Clicking the row deploys the agent directly with the admin's exact configuration. No wizard, no edits. A toast confirms Agent deployed — "<name>" is now scheduled.

Either way, the new agent appears in your Agents list with source_template_id set to the template's ID. This is what lets the admin see, in their per-template usage view, every deployed agent that came from the template — across every user in the org.

[User] The gold asterisk in admin views

When an admin opens your user record and looks at your agents, agents deployed from a template show a small gold asterisk next to the name. Hovering reveals whether the source was an org template or a built-in template. This is admin-side only — you won't see asterisks in your own Agents list.

[Admin] Publishing a template

  1. Open Admin > Org Settings > Agents.
  2. Click New template (or, in the empty state, the same button under the empty-state illustration).
  3. Fill in the modal:
    • Name (required, 120 char max). Names are unique per org (case-insensitive). The inline pill checks availability as you type.
    • Short description (500 char max). Shown in the row description on the user's Templates view.
    • Task prompt (required, 8,000 char max).
    • Model — pick the model the deployed agent runs on. The picker offers a curated set of chat models; whichever you choose, the agent is still bound by your organization's Model Catalog and per-user governance at run time, so it can only run on a model the org has enabled (and that its owner is allowed to use).
    • Schedule — pick from the six preset schedules or pick No schedule (manual / webhook only) to publish a manual-only template:
      • No schedule (manual / webhook only)
      • Daily at 9:00 AM
      • Weekdays at 9:00 AM
      • Every hour
      • Every 6 hours
      • Mondays at 9:00 AM
    • Response size — Quick, Standard, or Thorough (same presets as the personal wizard). Expand Advanced — set the exact numbers to type the runtime (30–600s) and max tokens (500–100,000) directly.
    • Capabilities — toggle each tool. Sensitive tools (Send email, Save files) — the ones that act without an approval prompt — are tagged in red so they're obvious. Plain-English labels (e.g. Read your database, Find emails) sit alongside the technical names.
    • Allow customization (toggle) — on by default. When on, users see the wizard prefilled. When off, users get the Deploy instantly behavior with no chance to edit.
  4. Click Create template.

The template is created and instantly visible to every user in the org. The action is recorded in the audit log.

[Admin] Editing or deleting a template

In Admin > Org Settings > Agents, click the row-menu (...) at the end of a template row and choose Edit or Delete.

  • Edit opens the same modal as New template, prefilled. Save changes to update the template's source-of-truth fields. Existing agents already deployed from this template do not retroactively update — they continue with whatever fields they were created with. Edits affect future deploys only.
  • Delete requires you to type the template name to confirm. Agents that were already deployed from a deleted template keep running — their source_template_id still points at a now-deleted row, which means the admin's per-template usage view stops showing them but the agents themselves and their run history persist. Their owners can still pause / resume / delete them through the normal Agents UI.

[Admin] Per-template usage view

Click any row in Admin > Org Settings > Agents to open the per-template detail page. It shows:

  • Total spend on this template — sum of cost_cents across every deployed agent's run history.
  • Agents deployed — count of source_template_id = <this template> agents in the org.
  • People using it — distinct user count among those agents.
  • Schedule and Model — the template's current configuration.
  • Who's using it — table of every deployed agent with: owner (display name + email), agent name, status (Active / Paused), deployed-at relative time, total run count, total spend.

Each row in the "Who's using it" table has a row-menu with a Delete option, letting you remove an agent from another user's account if it needs to come down (e.g. departing employee). The user is not notified — review the change with them before deleting in destructive cases.

How templates flow through the system

  • An admin creates a template via POST /api/admin/org/agent-templates.
  • A user opens the Templates view, which calls GET /api/agents/org-templates and lists everything for their org.
  • An editable template's click opens the wizard with source_template_id set; a locked template's click calls POST /api/agents directly with the template's exact configuration.
  • The deployed agent's row carries source_template_id, which the admin's usage view aggregates by.

What can go wrong

  • A template with that name already exists in your organization. Pick a different name. — names are unique per org. The inline pill catches this; the server returns 409 if a race wins.
  • Template name must be 120 characters or fewer / Description must be 500 characters or fewer / Prompt must be 8000 characters or fewer — the field exceeded its server-side cap. Trim and retry.
  • An admin published a template with an unknown permission key — the admin route validates permissions with the same sanitizePermissions helper as the personal-agent route, so this is rejected at template-create time. If you see this on an existing template (older data), edit the template, uncheck the offending toggle, and save.
  • A user can't see a published template — the Templates view lists org templates to any signed-in member of the org, so a missing template usually means it wasn't published (or was deleted), not a permission problem. Deploying is what's gated: users whose canCreateAgents permission is off — or who are locked by an admin, or whose whole org has agents locked — still see templates but can't deploy them (they get a 403 on click).
  • A user deployed a template and the agent fails on first run — most often the template requires an extension the user hasn't connected yet (e.g. SQL Server, Outlook, OneDrive). Open the agent's Recent runs to see the actual failure, then connect the missing extension and Run now.
  • The "Who's using it" view is empty after publishing — nobody has deployed yet. Once at least one user clicks Deploy in their Templates view, they appear in the table.
  • A template you deleted still shows agents in the wild — by design. ON DELETE's don't cascade to scheduled_agents; existing agents are frozen at the configuration they were deployed with. Owners can keep, edit (if not locked elsewhere), pause, or delete them themselves.

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