You have chosen ChatGPT Business, or Enterprise, for your team. Our guide Free, Plus, Business or Enterprise explains that choice. What remains is opening the workspace, and that is where you decide what the company really controls. Here are the six settings to check before inviting your staff, in the order we go through them with your IT team.

1. Who administers the workspace

Appoint a workspace owner and a second administrator, so you do not depend on a single person. Administrators use company accounts, not personal addresses. Note who is allowed to buy additional licences.

2. How accounts are added and removed

Verify your company domain, turn on centralised sign-in (SSO) if your plan and your directory allow it, and test the full cycle: invite a user, then remove their access. Write down who removes access on the day someone leaves and what happens to their conversations and projects.

3. What can be shared

Decide who can share a conversation or a project, within the workspace and through an external link, and who can publish custom assistants. At the start, external sharing stays closed; you open it case by case.

4. Which external tools can be connected

ChatGPT can read other tools (file storage, email, calendar) through connectors. Each connector opens access to your data. Only switch on the ones a planned use actually needs, and check that access rights in the connected tool are in good order: the assistant sees what the user sees.

5. How long content is kept

Look at how long conversations and files are retained, and who can delete them. On Enterprise, retention can be configured; on Business, check the options in the current plan. Align this period with your own archiving rules.

6. Which data may go in

Write the one-page sheet that sets out what may go into the tool according to the three levels internal, client and protected in our security guide. On Business and Enterprise, your content is not used for training by default: there is no setting to switch on, but there is a clause to check in the contract.

A trial on two tasks

Before opening up to the whole team, take two tasks that come up every week and examples you are allowed to use, or anonymised ones. For each task, note the current time spent, what may be shared and who will check the result. Test the quality of the answers, but also the access rights: a person must be able to do their job without seeing documents that are not meant for them.

Set a stopping criterion: too many corrections, no real use, or no way of keeping to the data rules. A successful trial is one that lets you decide.

The sheet to keep

One page, dated and signed by management: the plan chosen, administrators, sharing rules, permitted connectors, retention period, permitted data, and the procedure for joiners and leavers. It serves as a reference for your AI lead and as your answer on the day a client or an auditor asks the question.

What we do

Configuring the workspace with your IT team, the data sheet and training for the team are part of AI Adoption Support, at a fixed price on quotation or as a subscription from CHF 1,800 a month for 10 hours, with a three-month minimum. Licences are bought in your name from OpenAI.