Project Management

Project Administration

Collaboration in PromethistAI happens inside projects. A person can access a project in two ways:

  • through their account role, which applies to every project in the account, or

  • through a project role, granted on this project only.

When someone has both, the higher role wins.

Project Members

Video tutorial, 1 min

Give your team access

Prefer to watch? See every step on screen, with a chapter list to jump to the part you need.

Project → Members shows everyone who can access the project. It is visible to project Owners, and account Owners are Owners of every project. The list shows:

  • direct project members, with their project role, and

  • account members at the bottom, with their account role shown as Account Owner, Account Editor or Account Viewer.

Subject

The member’s email address (tag User), or an identity-provider role (tag IdP Role).

Role

The project role, or the account role for account members.

Created / Last Modified

When access was granted and last changed.

Modified By

Who made the last change.

Actions

Edit Role and Remove, or Leave on your own row.

Adding Project Members

To add someone to this project only:

  1. Go to Project → Members and click Grant Access.

  2. Enter their email addresses, choose a Role, and choose Grant directly or Send invitation.

  3. Click Grant Access, or Send Invitations.

The steps are the same as for the account. See Granting Access.

  • A project role only has an effect if it is higher than the person’s account role. Granting the same or a lower role is rejected, because the account role applies anyway. To lower someone’s access, change their account role in Account → Members.

  • Account members can’t be removed from the project page. Remove them in Account → Members.

  • Removing someone from the project doesn’t remove their account membership.

Pending project invitations are listed in the Invitations table below the members, where you can revoke them or copy their link. See Invitations.

Editing Roles

Roles control what members can see and do inside a project:

Owner

Full control of the project, including Project → Members: granting access, inviting members and assigning roles.

Editor

Can create, edit, clone, archive and delete agents and all project assets (knowledge, integrations, interactive content, evaluations, tests), and edit Project Settings.

Viewer

Read-only access to project content, settings and analytics.

Creating new projects requires an account role of Editor or Owner. Billing is managed at account level by account Owners. See Roles & Permissions.

Project roles also affect which agents members see in the client. Everyone sees the project’s Published agents. Members of the project also see Preview agents, and Owners and Editors additionally see Draft agents. See Home Screen.

To change a role:

  1. Click Edit Role on the member’s row, or click the row.

  2. Choose a new Role.

  3. Click Edit to confirm.

Revoking Access

Members can be removed at any time:

  1. Click Remove on the member’s row.

  2. In Revoke access, click Confirm.

Project Settings

Projects also define how agents appear to end users in the PromethistAI clients. Administrators can customize branding so that the visual presentation of agents reflects the organization’s identity, keeping the experience consistent with the enterprise brand even though it is delivered through the PromethistAI application.

Under Project → Settings you can set:

Project Name and Description

How the project is identified.

Package

The use case the project is set up for:

Empower

Sales coaching with roleplay agents. Unlocks the coaching workflow and the Profile tab in the client apps, where each user’s results from User Facing evaluations build up over time.

Engage

Kiosk-style visitor engagement, lead capture and product showcasing. In a project set to Engage, the client apps don’t show results in the Profile tab.

None

No package preset.

Choose the package that matches how people will use the project. You can change it later in Project → Settings. See Home screen for what the client apps show.

Featured Agent

Optional. The agent the project leads with, shown at the top of the home screen in the client. Without one, the client shows the project’s name and description instead. A project has one Featured Agent. It is marked with a Featured tag in the Agents listing, and it can receive evaluation results from other agents (see Evaluations). Choose No featured agent to remove it. Archived agents can’t be selected.

Logo

Shown in the top left of the client when the project is active. Click to upload or drag and drop an image (up to 10 MB), then crop it.

Primary and Secondary Color

Applied in the client near the call to action, with a live preview beside the color fields.

LiveAvatar API Key

See below.

Click Save Changes to apply.

Project Settings with Package and the Featured Agent dropdown open

  • Owners and Editors can change Project Settings. Viewers see the settings read-only.

  • Featured Agent and LiveAvatar API Key are not in the Create Project dialog. Set them here once the project exists.

  • Projects can’t be deleted.

LiveAvatar API Key

The LiveAvatar API Key is the key used for the LiveAvatar stream Avatar Source. Paste the key from your LiveAvatar (HeyGen) account in the project’s Main Information settings.

You can set a LiveAvatar API Key at both the project level and the account level.

If only one key is set, that key is used. If both are set, the project-level key takes precedence over the account-level key. Clear the project key to fall back to the account key.

SSO and Identities

For enterprises requiring secure distribution, projects can be tied to Single Sign-On (SSO). When a project is secured by your identity provider, user identities and entitlements flow directly into the PromethistAI clients. This means that only authorized employees, partners, or customers see the agents they are entitled to access, and access can be managed centrally through the organization’s identity provider.

SSO is set up together with the PromethistAI team:

  1. Go to Account → Identity Providers. Every account member can open this page.

  2. Under Custom Integration, click Integrate your SSO. This opens a pre-filled Service Desk request.

  3. Fill in the request (account name, admin contact, identity provider, protocol and go-live date) and submit it.

Google Workspace and Microsoft Entra ID are shown as Coming Soon.

Identity Providers page with Integrate your SSO and the Coming Soon cards

SSO and identity features are available as part of the enterprise offering and can be enabled by contacting the PromethistAI Sales team.

Identity-provider roles

Once the PromethistAI team has secured a project with your identity provider, Grant Access on Project → Members also accepts roles from your identity provider. Anything you enter that isn’t an email address is treated as an identity-provider role, and it appears in the members list with an IdP Role tag.

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Identity-provider roles are always granted directly. No invitation is sent.

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If the project has more than one identity provider, choose the Identity Provider the role belongs to.

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The Consumer role is available for these projects. Consumers can only talk to agents in client apps and have no Studio access.

To remove an identity-provider role, click Revoke Access on its row.

Agents Listing

Assets › Agents lists the project’s agents, both Relational and Lightweight. It has two tabs, Active (n) and Archived (n), each showing how many agents it holds. For each agent, the list shows its newest revision, so a Published agent with a newer Draft appears as that Draft. From here you can:

  • Open an agent to edit it.

  • Clone an existing agent to reuse its configuration (see Cloning Agents).

  • Archive those no longer active (see Archiving Agents).

  • Create new agents with + Create (see Creating a New Agent for the full process).

  • Open the project in the client with Open Project. This button only appears once at least one agent in the project is Published.

Viewers see the list but can’t create, clone or archive agents. Simulated users used for automated testing are not listed here. They live under Test › Simulated Users (see Automated Testing).

The agent set as the project’s Featured Agent is marked with a Featured tag in the listing, so you can tell at a glance which agent is the project default. Set the Featured Agent in Project Settings.

A Project often contains multiple Relational Agents working toward the same goal. For instance:

  • In a support Project, one Relational Agent may handle FAQs, another processes warranty claims, and another escalates complex cases.

  • In a training Project, one Relational Agent might welcome new employees, another deliver compliance lessons, and another manage leadership development.

The listing provides visibility and control so that all these Relational Agents stay aligned.

Cloning Agents

To reuse an existing agent’s configuration as the starting point for a new one, use the Clone action in the Actions column and confirm. The copy is a new Draft named "<agent name> - clone", with the same configuration and attached evaluations, which you can rename and adjust. Cloning works on the Archived tab too, which is the only way to reuse an archived agent.

Archiving Agents

To remove an unused agent from the active list, use the Archive icon in the Actions column. The confirmation dialog tells you how many revisions will be archived and warns you if any of them is currently in Preview or Published. Archiving takes those revisions offline immediately.

Archived agents move to the Archived tab.

Archiving is permanent. Once an agent is archived, it cannot be restored or returned to active status. If you need it again later, clone it from the Archived tab.