A managed organization chooses the models its members use, builds its own models, and gives members access to its tools and files. These pages only appear when organization features are turned on.
ModelsLink to the Models section
Admin console › “Models” has three tabs: “Allowed models”, “Organization models” and “Per-model instructions”.
Allowed modelsLink to the Allowed models section
- In the “Allowed models” tab, find the “Available models” setting.
- Choose “All models” (every Moon AI model, new ones included) or “Custom list”.
- With a chosen list, search for a model or filter by “Provider”, then check the models you want. “Allow all shown” and “Turn off all shown” apply to the whole filtered list.
- Click “Save changes”.
Only the models your own rules allow are listed. A role or a group can remove models from the organization’s list or add some, on its own page (the “Models” tab of a group, the “Rules” tab of a role).
Organization modelsLink to the Organization models section
An organization model is built on a platform model, with your organization’s instructions. It shows up in the model list of the members you choose.
- Go to the “Organization models” tab › “New model”.
- Fill in the form:
| Field | What goes in it |
|---|---|
| “Name”, “Description” | How members see the model in their list. The description is optional. |
| “Base model” | The model that answers. Its rules, plan and limits are those of your members. |
| “System prompt” | The role, the tone, what to do and what to avoid. Moon AI reads it before every conversation with this model; members do not see it. |
| “Conversation starters” | Messages members can use to start a conversation. |
| “Knowledge” | Knowledge bases of the workspace that the model can search. |
| “Capabilities” | What members can do with this model. “Same as base model” keeps what the base model offers. |
| “Who can use it” | “Everyone in the organization”, or specific groups, roles or member labels. |
- Click “Create model”.
Owners and admins can always try it. Nobody else sees it until you choose who can use it.
- The instructions of the organization, roles and groups are added after the model’s system prompt.
- Members who use the model read its knowledge bases through it, even if they cannot open them.
- “Archive model” sets it aside: nobody can use it. “Restore model” offers it again.
- “Delete model” is permanent. Conversations already held with it keep their text.
If the platform no longer offers the base model, or if your rules no longer allow it, the form tells you: choose another base model.
Per-model instructionsLink to the Per-model instructions section
An instruction per model is a text added every time a member uses that model, after the instructions of the organization, roles and groups. It also applies to the organization models built on that model.
- Go to the “Per-model instructions” tab › “Add instruction”.
- Choose the “Model” and write the “Instruction”, for example “Always cite your sources.”
- Click “Save”.
“Remove instruction” deletes it: members keep using the model, without that text.
ResourcesLink to the Resources section
Admin console › “Resources” groups three pages, depending on your permissions: “MCP servers”, “Storage” and “Shared libraries”.
MCP serversLink to the MCP servers section
An MCP server gives Moon AI the tools of another application your organization uses: tickets, internal documents, a database. You add it once, then choose who can use it.
- Go to “MCP servers” › “Add an MCP server”.
- Enter a “Name” and the “Server URL”, an https address reachable from the internet.
- Choose the “Authentication”: - “Access token”: a shared account; every member acts with this token; - “Connection (OAuth)”: each member signs in with their own account; - “None (public server)”.
- If needed, open “Advanced options”: “Transport”, “Token header”.
- Choose “Who can use it” and, if you want, a “Sensitivity” label.
- Click “Add and test”, or “Add and test with my account” for OAuth. The test lists the tools it finds.
- Click “Turn on” to offer the server to members.
With a sensitivity label, only members who have one of the chosen roles can use the server; if no role is chosen, only the owner and the admins can.
Server toolsLink to the Server tools section
“Tools” lets you choose which tools are offered to members and, for each one, when the conversation asks before acting:
| Choice | Effect |
|---|---|
| “Server default” | A tool that declares itself read-only runs; any other tool asks for approval. |
| “Ask every time” | Approval on every call. The member cannot choose to always allow it. |
| “Without asking” | The tool runs right away. |
| “Never” | The tool is not used. |
If tools change on the server, they are only offered after a new test. Every call is recorded in the “Call log”, without its content. “Pause” takes the server away from members without deleting it; “Delete” removes it and keeps the log of its calls.
On the member side, an OAuth server appears on the Connectors page, in the “From your organization” section, with “Connect”. See MCP servers.
StorageLink to the Storage section
Keep your members’ files in your own storage: S3 or S3-compatible, Azure Blob Storage or Google Cloud Storage.
- Go to “Storage” › “Connect storage”.
- Choose the “Service”, then fill in its fields (bucket or container, region, service address, keys).
- Provide a key that can write, read and delete in this bucket only.
- Click “Connect and test”. Once you see “Test passed. You can turn the storage on.”, click “Turn on”.
| State | What happens |
|---|---|
| On | New member files go to your storage. If it does not respond, the upload is refused, never written anywhere else. |
| Paused | New files go to Moon AI. Files already in your storage stay readable. |
- Files already stored stay where they are: turning the storage on or pausing it moves nothing.
- A file deleted in Moon AI is also deleted from your storage. If the storage does not respond, the deletion happens as soon as it does.
- When the workspace is deleted, its files are deleted from your storage.
- A storage that holds files cannot be removed: pause it instead.
- Saved credentials are never shown. Changing the connection turns the storage off until the new connection is tested and the storage is turned on again.
- The Library shows each member which files are kept in your storage.
Your storage keeps the files themselves. The “What Moon AI keeps” section lists what Moon AI keeps so that features work:
- the text read from the files, so the AI can search and read them, and the search index built from that text;
- the name, size and date of each file, and the audit log;
- for a few minutes, a working copy of a file when someone opens it, and the thumbnails;
- files handed to the isolated computer, for the length of the conversation;
- the audio of answers read aloud, for 7 days at most, and the archive of a conversation import, until the import ends.
Shared librariesLink to the Shared libraries section
“Shared libraries” reserves workspace resources for some of your members.
- “Share an agent”: an agent its owner has already shared with the workspace, reserved for certain roles. With a sensitivity label, only those roles can use it; if no role is chosen, only the owner and the admins can.
- “Share a knowledge base”: a workspace knowledge base offered to the groups, roles or labels you choose. The chosen members can search it from their conversations. With a sensitivity label, it can no longer be shared through a public link or exported.
“Stop sharing” returns the resource to the sharing its owner chose and removes its sensitivity label.
See alsoLink to the See also section
- Organization rules
- Resources in the Organizations API