Overview
Highlight the most critical prompts for your entire team by pinning them at the workspace level. Pinned prompts appear at the top of the Team Prompts tab for all workspace members, ensuring quick access to standardized templates and reducing time spent searching through folders. This feature is exclusively available to workspace owners and administrators.
Important Note: Workspace-level pinning is different from personal favorites. Pinning affects all team members, while favorites are personal to your account only.
Learning Objectives:
Understand the difference between pinning and personal favorites
Access the Team Prompt Library as an administrator
Pin prompts to the workspace level
View pinned prompts from the top of the Team Prompts tab
Unpin prompts when they are no longer needed
Manage workspace prompt organization effectively
Prerequisites
You'll Need:
Workspace owner or administrator role
Access to a workspace with Team Prompt Library enabled
At least one shared prompt in your library to pin
Understanding of which prompts are most valuable for team-wide access
At least one folder created that contains prompts
Important: Only workspace owners and administrators can pin prompts at the workspace level. If you don't see "Pin for Workspace" option, you lack the necessary permissions.
Pinning a Prompt for Your Workspace
Access the Team Prompt Library
Navigate to the right panel of your main workspace view
Click the "Team Prompts" tab (represented by a š clipboard icon)
Result: The Team Prompt Library opens displaying folders and available prompts.
Note: The right panel must be expanded. If you don't see the tabs, click the left-facing arrow (āļø) at the far right edge of your screen.
Locate the Target Prompt
Expand the folder containing the prompt by clicking on the folder name
Scroll through the folder contents to locate the specific prompt
Hover over the prompt name to reveal the three-dot menu (āÆ)
Result: The prompt is visible with the Actions menu to the right.
Tip: Use the search bar at the top of the Team Prompt Library to quickly find prompts by name if you have many to choose from.
Pin the Prompt
Click the three-dot menu (āÆ) next to the prompt name
Select "Pin for Workspace" from the dropdown menu
Result: A confirmation message appears: "Prompt pinned for workspace." The prompt immediately appears at the top of the Team Prompts tab in a new "Pinned Prompts" section.
Warning: Pinning is immediate and affects all workspace members. Notify your team when you pin new prompts or unpin existing ones.
Viewing Pinned Prompts
Locate the Pinned Prompts Section
Navigate to the top of the Team Prompts tab in the right panel
Locate the "Pinned Prompts" section that appears above all folders
Review the pinned prompts visible to all workspace members
Result: The Pinned Prompts section displays immediately and is accessible to all workspace members.
Note: The "Pinned Prompts" section only appears after you have pinned at least one prompt. Before the first pin, this section is hidden.
Understand Visibility
Pinned prompts are visible to:
All workspace members regardless of their role
All workspaces within your organization (if organization-level sharing is enabled)
New members who join the workspace after pinning (they see it automatically)
Result: Team members can access pinned prompts without folder navigation.
Tip: Pin 3-7 of your most critical prompts. Too many pinned prompts reduces the quick-access benefit.
Unpinning a Prompt from Your Workspace
Locate the Pinned Prompt
Navigate to the top of the Team Prompts tab in the right panel
Find the "Pinned Prompts" section
Locate the prompt you want to unpin in this section
Result: The pinned prompt is visible at the top of the library.
Remove the Pin
Click the three-dot menu (āÆ) next to the pinned prompt name
Select "Unpin for Workspace" from the dropdown menu
Result: The prompt is instantly removed from the Pinned Prompts section and no longer appears at the top for workspace members.
Note: Unpinning does not delete the prompt. It only removes it from the pinned section.
Best Practices
Pin critical workflow prompts: Pin prompts that are essential to your team's daily operations, such as customer response templates, project initiation checklists, or code review guidelines.
Limit to 5-7 pinned prompts: Too many pinned prompts defeats the purpose of quick access. Choose the most critical templates that team members need multiple times per week.
Curate quarterly: Review pinned prompts every three months. Unpin prompts that are no longer frequently used and pin new ones that have become critical to current workflows.
Communicate changes: Notify your team in a workspace channel when you pin or unpin prompts. Explain why the change was made so team members understand the curation rationale.
Pin onboarding essentials: For new team members, pin prompts that are essential to their role (e.g., support ticket templates for support team, PR templates for developers).
Avoid pinning everything: Resist the urge to pin every useful prompt. Use folders for bulk organization and reserve pinning for the most critical templates only.
Coordinate with team: Before pinning, check with team leads to confirm which prompts would be most valuable to highlight at the workspace level.
Update descriptions: Ensure pinned prompts have clear, updated descriptions so team members understand when and how to use them.
Common Questions
Q: Who can pin prompts for a workspace?
A: Only workspace owners and administrators can pin or unpin prompts at the workspace level.
Q: Can regular team members pin prompts?
A: No. Regular members can favorite prompts for personal use but cannot pin them for the entire workspace.
Q: Are pinned prompts visible to everyone, including new members?
A: Yes. All workspace members see pinned prompts automatically, including members who join after the prompt was pinned.
Q: How many prompts can be pinned at once?
A: There's no hard limit, but best practice recommends 5-7 for optimal usability. Too many pinned prompts reduces the quick-access benefit.
Q: Can I pin prompts from different folders?
A: Yes. You can pin prompts from any folder or even from the root level. Pinned prompts appear at the top regardless of their original location.
Q: Does pinning affect the original prompt location?
A: No. The prompt remains in its original folder. Pinning creates a shortcut at the topālike a bookmarkānot a copy or move.
Q: What happens if I unpin a prompt?
A: The prompt is removed from the Pinned Prompts section but remains in its original folder, still accessible to all workspace members.
Q: Can I pin Built-in Prompts from TeamAI?
A: Yes. Any promptāwhether shared by your team or built-in by TeamAIācan be pinned if you have administrator permissions.
Q: Do pinned prompts sync across workspaces?
A: No. Pinning is workspace-specific. If you manage multiple workspaces, you must pin prompts separately in each one.
Q: Can team members remove pinned prompts from their view?
A: No. Workspace-level pinned prompts appear for all members and cannot be individually hidden. If a team member wants to hide a pinned prompt, they would need to request that an administrator unpin it.