Find anyone and move them between teams

If your organisation has Flowstate Helm, People in Flowstate Helm lists everyone in your organisation with the AI tools they have, the team they’re in and the last day they used any of those tools. Use it to find someone, put them in a team, give them an AI tool or take one away, and sort out the people Flowstate found in your AI providers but couldn’t place. Your teams are under People → Teams in Flowstate Helm, where you can create a team, rename one and set who manages it.

You need View AI seats to open it, and Manage AI seats to move people between teams, to create and change teams, and to give or remove their AI tools — ask your Flowstate admin.

What the list shows

Everyone in your organisation is listed, including people Flowstate found in a connected AI provider who haven’t been invited, and people it found but couldn’t place, who carry a flag. People you’ve suspended aren’t listed. The list is in name order, 20 to a page by default; Rows under the list also offers 40 and 100. With more than five AI tools, the rest show as a count: open the person to see them all.

A tool drops off Licences once its provider stops listing the person, or once the last day of their seat has passed. If you have two connections to the same provider, it stays until neither lists them.

Last seen follows the usage your providers report. Providers report a day’s use once the day has ended, so the latest days can be missing.

Find someone

1. Type part of a name or an email into Find in view, at the top right above the list.
2. To see one team, open the team filter, which starts on All teams, and choose the team. Choose No team to see people who aren’t in one.

Someone Flowstate found but couldn’t place has no team, so they show under All teams and No team, never under a named team.

If nothing matches, the list says No one matches. Select Clear the search or Show all teams to bring the list back.

Open someone

Select a person’s name to open their side panel. It shows their email and their Team, which you can click to move them, then:

• AI tools: each tool they have, ticked, with the last day they used it or Never used, then any other tool you’ve connected that Flowstate can change, with an empty box. To give or remove one, see Give or remove a tool.
• Where they were found: each provider account Flowstate found them in, their role there, and when they were first and last seen. If a provider stops listing someone, it says “Removed from provider on date”. Flowstate doesn’t delete or suspend them, and the line goes if the provider lists them again.
• Activity Log: what happened to them, who did it and when, including each tool you give or remove.

Where they were found and Activity Log appear when there’s something to show.

Move someone to a team

1. Click their team, or No team, in the Team column. You can also open their side panel and click their Team there.
2. Choose their new team. Choose No team to take them out of their team.

They move at once, and Flowstate says “Moved to team” or “Removed from team”. A person is in one team at a time, so a move takes them out of the team they were in.

These teams are separate from your Workforce teams. They were copied once from the Workforce teams that hadn’t been archived, with each sub-team becoming a team of its own, and nobody started in one. Moving someone here doesn’t change their Workforce team, their allocations or any budget. To add a team, see Create a team.

See your teams

People → Teams in Flowstate Helm lists every team in your organisation, with its manager under its name and how many people are in it. Select a team to open its page.

Create a team

1. Go to People → Teams in Flowstate Helm and select Create team.
2. Type the team’s Name.
3. Select Create team.

Flowstate says “Created team” and opens the new team’s page with its side panel open, where you can choose its manager. It starts with nobody in it: move people into it.

Each team in your organisation needs its own name, ignoring capital letters, so you can’t have both “Platform” and “platform”. A name can be up to 100 characters.

Rename a team or change its manager

1. Go to People → Teams in Flowstate Helm and select the team to open its page.
2. Select Manage team. The team’s side panel opens.
3. To rename it, click its Name, type the new name and press Enter.
4. To change its manager, click the Manager, search by name or email and choose the person. Choose No manager to take the manager away.

A new manager saves at once, and Flowstate says “Person manages team now”. The manager doesn’t have to be in the team.

Give or remove a tool

Give someone an AI tool, or take it away, from their side panel. Flowstate makes the change at the provider straight away, through the connection you already set up. It changes one tool for one person at a time, and never creates an API key.

You need Manage AI seats; without it the boxes are greyed, with no line under them. Also check that:

• Flowstate has switched this on for your organisation. It does that for each organisation, so ask your Flowstate contact.
• The tool is connected under Settings → Connections in Flowstate Helm with a key that can manage members, not only read them. The connect form in Flowstate says which key.
• The person is someone in Flowstate. If Flowstate found them but couldn’t place them, link them or create them first.
• The tool is in the table below. Any other tool, or one that isn’t connected, shows ticked with no line under it and can’t be changed here.

1. Select the person’s name to open their side panel.
2. Under AI tools, select the box beside the tool: an empty box gives them the tool, a ticked box takes it away. The box doesn’t change until you confirm.
3. Read the dialog. It says what the provider will do, and that it happens now, through your connection.
4. Select the button that names the tool, such as Give GitHub Copilot or Remove GitHub Copilot, or select Cancel to leave things as they are.

Flowstate says how it went, “Done”, “Invitation sent” or “Ends on day”. If a box is greyed, the line under it says why and what to do. If the change can’t be made, the dialog stays open and says why. See If something’s not right.

What each provider does

What you see afterwards

A chip beside the tool says how its latest change went:

Each change that goes through is added to the person’s Activity Log and to Organisation → Sign-in & security → Activity log (or Settings → Organisation → Activity Log if your organisation doesn’t use Organisation yet), with who made it and when. See Review the activity log.

Sort out the people who are flagged

A flag beside a name means Flowstate needs you to look at them. To link, create or ignore someone, or to undo a link, you need Manage AI keys and workload identities.

Clash also shows on someone already in Flowstate when another person there has the same email apart from capital letters. Change one of the two emails under Organisation → People & roles → Users, or Settings → Users & Access → Users if your organisation doesn’t use Organisation yet. See Change someone’s name, email or role.

Link them to someone in Flowstate

1. Select the flagged person’s name.
2. Select Link to someone in Flowstate.
3. Under Person, search by name or email and choose the person.
4. Select Link.

The provider’s account now counts as theirs, and its tool shows under their Licences.

Create them

1. Select the flagged person’s name.
2. Select Create a tracked person.
3. Check the Email. It starts as the one the provider gave. If the provider gave none, enter it.
4. Change the Name if you like.
5. Select Create.

Flowstate adds them as a user with the AI Viewer role. They aren’t invited or emailed.

Ignore them

1. Select the flagged person’s name.
2. Select Ignore. Flowstate asks first: they’ll leave the list, later imports will leave them out, and it can’t be undone from here.
3. Select Ignore to confirm, or Cancel to keep them.

They leave the list, and later imports leave them out.

Take back a link

To take back a link an admin made, open the person the account was linked to, find it under Where they were found and select Undo link. The person the provider listed goes back on the list, flagged Needs a decision.

How people get on the list

Flowstate finds people in the OpenAI Platform API, the Anthropic API (Console) and Claude Enterprise, Cursor, GitHub Copilot and Windsurf. It reads a provider’s people when you connect it or replace its key, and again with every hourly sync. For each person it finds:

• They’re already in Flowstate: it matches them by email, ignoring capital letters, so it doesn’t add them again. Matching is only by email, so someone a provider lists under a different email is added as a new person.
• Nobody has their email: it adds them as a user with the AI Viewer role, whatever their email domain. Nobody is invited or emailed, and they aren’t on Organisation → People & roles → Users until you invite them or they sign in.
• The provider gave no email: they stay on the list, flagged No email, until you link or create them.
• The provider marks them as a service account: they’re never added as a person.

When an import finishes, the provider’s page shows how many people it found, with Review people, which opens this list. If an import can’t read a provider’s people, the provider’s page says why, with the fix beside it. See Follow the first import.

Nobody is invited to Flowstate from this page. To invite someone, go to Organisation → People & roles → Users, select Invite User and enter their email. It invites the person Flowstate already has, so you don’t end up with two. See Invite someone.

If something’s not right

Someone you expect isn’t on the list. People you’ve suspended aren’t listed, nor are accounts a provider marks as service accounts and people you’ve ignored. Someone new at a provider appears after the next hourly sync. If none of a provider’s people have arrived, open its page under Settings → Integrations: if Flowstate couldn’t read its people, the page says why.

Create says “A team called name already exists”. Another team in your organisation has that name, perhaps with different capital letters. Choose another name, or rename the other team first.

You don’t see Create team or Manage team. Your role doesn’t include Manage AI seats. Ask your Flowstate admin.

Clicking someone’s team doesn’t open the list of teams. Either your role doesn’t include Manage AI seats, or the person is one Flowstate found who isn’t a user yet. In that second case, holding the pointer over their team says “Create or link them as a user to give them a team”: link or create them first.

Create says “Someone in Flowstate already has this email. Link to them instead.” Select Cancel, then select Link to someone in Flowstate and choose that person.

Everyone from GitHub Copilot shows “No email”. Flowstate can only read their work emails through your SAML single sign-on. See Connect GitHub Copilot, or link them one by one.

A tool’s box is greyed, or the dialog won’t make the change. Find the line under the box, or in the dialog:

Someone you removed from Claude Enterprise is back. If your organisation adds people to Claude Enterprise automatically when they sign in, someone removed here comes back the next time they sign in. Remove them in your identity provider too.