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AI workers are configured for repeatable jobs.

Create an AI worker when the same kind of AI-assisted work will happen more than once, such as reviewing overdue tasks, drafting proposal copy, summarizing project status, or preparing follow-up notes. Use chat for one-off questions; use a worker when the instructions, context, and allowed tools should be reused.

Before You Start

Decide the exact job the worker owns.
Choose the workspace records the worker should be allowed to read.
Decide whether the worker should only draft output or also use tools that can create or update records.
Prepare one safe test task or prompt with realistic context.
Confirm the person creating the worker has access to the modules the worker needs.

Setup Steps

Open AI Workers.
Create a worker or start from a template.
Name the worker after the job it performs, not the technology behind it.
Add a short description so teammates know when to use it.
Write clear instructions that explain the desired output, review standard, and limits.
Choose context sources.
Choose allowed tool categories and tools.
Review model, iteration, output, and approval settings when available.
Save the worker.
Run the worker with safe test data and review the output before assigning it to real work.

Write Useful Instructions

Good instructions tell the worker what to do, what to avoid, and what the final answer should look like. Include:

The business goal.
The records or context the worker should inspect.
The expected output format.
Any facts it must not invent.
When it should ask for review instead of acting.

Example:

Review the task, project, account, and recent notes. Summarize why the task is overdue, draft a customer-safe status update, and list the next internal action. Do not promise a delivery date unless one exists in the project notes.

Context Sources

Only enable the data the worker needs, such as CRM, finance, projects, tasks, docs, or files. Narrower context usually makes the worker easier to review.

Use context sources like permissions. If the worker only needs tasks and projects, do not add finance or full CRM context. If it drafts proposals, add the sources that hold service details, pricing, account context, or prior documents.

Allowed Tools

Allowed tools decide what the worker can do beyond reading context. Start with read or draft behavior, then add create/update tools only after the output is reliable.

Before enabling a tool that changes records, test the worker on a non-critical task and review the run output, tool activity, and created records.

Test the Worker

Run the worker with a safe task or prompt.
Review the input prompt, selected context, output, and tool activity.
Confirm the worker followed instructions and did not use unrelated data.
Check created or updated records if tools were allowed.
Adjust instructions, context sources, or tools before the worker is used by the team.

Maintain Workers

Review workers after process changes, new integrations, or permission changes. Pause or archive a worker if it no longer matches the business workflow. Keep instructions short enough for teammates to understand but specific enough that the worker can repeat the job consistently.

Create an AI Worker