FAQ & Troubleshooting

You need an agentic AI tool — one that can work inside files on your computer, not just chat. Two that work today:

• Claude Cowork
• ChatGPT Codex

Either one is fine. Pick whichever you already have access to. (What does agentic mean? See the Glossary.)

No. If you can create a folder and copy and paste, you can do this. Every prompt you need is provided ready to copy on the Build Your Team page.

About 15–20 minutes for your first AI team, following Build Your Team.

No. Your AI team can only see and change the one folder you give it access to. It can create and delete files inside that folder, but it cannot reach anything outside it. You choose exactly where the folder lives and what's in it.

When you create a project in Claude Cowork or ChatGPT Codex, the tool asks which folder the project can use. Point it at the team folder you made. If you skipped that, open your project's settings and look for a Folder, Workspace, or Files option to grant access.

If the AI says it can't create or find files, this permission is almost always the cause — re-check that the project is pointed at your folder.

It can only delete files inside the folder you gave it — never anywhere else. To stay comfortable: keep your team folder separate from important personal files, and back up the folder (or store it in cloud storage like iCloud, OneDrive, or Google Drive) so you always have a copy.

Yes. Because your whole team is just text files, you can move or copy the folder. After moving it, re-grant your AI project access to the folder in its new location.

SOP stands for Standard Operating Procedure — a short written rule that tells your team how to do something consistently (for example, "always get the owner's approval before hiring"). Your team stores its SOPs as files so the rules are visible and repeatable. Full definition in the Glossary.

The Orchestrator is the manager. By design, it never does tasks itself — it routes each task to the right specialist. This keeps the system organized and lets specialists do focused, high-quality work. More in the Glossary.

Two clearly separated places:

• Team Inbox — where you drop information for the team.
• Owners Inbox — where the team puts finished work for you to review.

This keeps incoming and outgoing work from getting mixed up. See the Glossary.

You approve new hires (new team members) and you'll be asked to approve steps during setup. This is intentional — it keeps you in control so the system never grows or changes without your say-so. Day-to-day work doesn't require approving every action.

This is almost always a permissions problem. The project isn't pointed at your folder. Re-check that your project has access to the team folder (see How do I give the AI access?).

• Make sure you pasted the prompt into the project's chat box and pressed send.
• Confirm the project has folder access.
• If it ran but stopped early, it may be waiting for your approval — read the last message and reply to approve the next step.

In the Append to File action, check these settings:

• Create File if Not Found (or Make New File) is turned on.
• Ask Where to Save is turned off.
• Overwrite If File Exists is turned off.
• The file path points to iCloud Drive > Shortcuts > [your folder].

Full steps are on the Send Updates shortcut page.

Make sure you added the file to the project in your AI tool — not just uploaded it for one chat. Look for the project's Context, Knowledge, or Files section and add it there. See Step 6 of the Send Updates guide.

Apple changes wording and screens between iPhone models and iOS versions. Action names vary slightly — for example, Ask for Input may appear as Provided Input. Search by the closest matching name; the guides note common variations.

Yes — that's a key advantage. The setup creates an end-of-day journal and a new-session routine, so when you come back, the team reads its notes and catches you up. See the Glossary.