Prompts your organization publishes

Organization prompts let an organization publish a prompt template once so that every member holding a seat finds it in their own template list, on every machine they sign in on — beside their own templates, badged with the organization's name, and updated for everybody the moment the organization publishes a new revision.

It is the fifth thing a plan unlocks, and the third one that reaches across a team rather than across your own machines. Like shared workspaces and managed settings it needs a seat, and like them it is something somebody else can put on your machine — this time text that ends up in the box you send to your agent, which is why this page spends most of its words on what an organization prompt can and cannot do there.

What one is, once it reaches you

An organization prompt is an ordinary row in your template list. It is not a separate list you have to consult: it appears in the Template field of New session and under Insert prompt in the Agent tab exactly where your own templates do, you fill in its fields the same way, and the rendered prompt lands in the terminal the same way — typed and left there for you to read and send yourself. Plexus never presses return for an organization's prompt any more than it does for yours.

What differs is a badge — Org · Acme — and what you can do to the row. You can Copy an organization's template into your own library and change the copy; you cannot Edit or Delete the original from your machine, because it is the organization's, and those two are simply absent on its row rather than greyed.

The organization owns exactly one thing about it: the text, at the revision it has published. What you type into its fields, and the finished prompt, stay on your machine — nothing about how you use an organization's prompt is sent back to the organization, or to us.

The whole surface lives in Settings → Organizations, in the Published prompts row. The page shows one organization at a time — pick it from the organization picker at the top — and the row's side panel is about that one: what it has published to this machine with each template's revision number, when the list was last checked, Refresh, and Manage for the administrator half.

The badge, and two templates with one name

Every template in the list carries a badge saying where it lives — Just me, Workspace, Project, Repository, or Org · Acme — and since version 0.21.0 the badge shows in both pickers too, not only on the Prompts page.

That matters because there is no override chain. If you have a template called "Review" and your organization publishes one called "Review", you see both, and the badge is how you tell them apart. An organization's prompt never replaces, hides or wins over one of yours, and one of yours never shadows the organization's; the badge is what makes a shared name harmless rather than a rule about which one counts.

What a revision is — publish, roll back, delete

An organization's template is a list of numbered revisions and one pointer. Every proposal is a new revision, and a revision is never edited once it exists; what moves is the pointer to the one that is current.

Members receive only the current revision. A draft is invisible outside the people who manage the library, proposing one wakes nobody's machine, and a template that only ever had a draft never reached anybody. The last 20 superseded revisions of a template are kept so a roll back has somewhere to go; older ones are pruned when a new one is proposed.

What an organization prompt may not contain

A rendered prompt is typed into Claude Code's input on your machine, and three things mean something special there: a line starting with ! runs a shell command, a line starting with / runs a slash command, and @path attaches a file. Your own templates and the ones a repository commits may use all three — you chose that content. An organization's may not, because an administrator should not be able to run a command or attach a file on a colleague's computer by publishing a prompt.

So an organization prompt is refused at the moment it is proposed if its text, after any leading spaces, starts with ! or /, or mentions a file as @path anywhere in it — the refusal says which rule and, for a mention, which line, and never quotes the prompt back. An email address such as dana@example.com or a lone @ is fine. The same check runs again on every publish and every roll back, so a revision written before a rule existed cannot be made current past it.

And Plexus strips those from an organization prompt as it types it, on your machine, whatever the organization's service said: a leading ! or / is dropped, and the @ of a path mention is removed so the path stays as plain text. The place that protects your machine is your machine, not the administrator's screen.

Setting them up

Everything below needs a role that grants it. Five permissions sit under Prompt library in the role editor: Use prompts, Propose prompts, Publish prompts, Manage revisions and Delete prompts. Owner and Admin hold all five by default; Maintainer holds all but Delete prompts; Member and Restricted hold Use prompts and Propose prompts, so every member can receive the library and suggest a change to it, and a role that should also publish is a copy with the other boxes ticked.

Publishing is a separate act from proposing, on purpose. Propose prompts lets somebody write a revision; Publish prompts is what puts it on other people's machines; Manage revisions is what moves it back or drops a draft. An organization that wants a wide circle suggesting prompts and a narrow one deciding what goes out ticks the boxes on different roles.

There are two places to do it, and they are the same library.

In the app

Pick the organization on Settings → Organizations and open its Published prompts row and press Manage. A control you may not use is absent rather than disabled, so the buttons you see are the ones you can press — and if a stale screen lets a click through, the organization's own service refuses the act with a sentence naming the permission you were missing.

• Propose opens the same editor as your own templates, with the scope fixed to the organization: name, description, the prompt with its {{fields}}, and the fields underneath, with a preview. It is refused in the editor, before anything is sent, if the text breaks one of the three rules above.
• Each template shows its current revision — name, revision number, who published it and when — and its draft, if it has one. Publish draft, Roll back… (a list of the retained revisions to choose from), Discard draft, Revisions and Delete do what the table above says; Edit as draft opens the current or draft text in the editor as a new proposal.
• Propose to organization… on one of your own templates on Settings → Prompts starts a proposal from it, prefilled, so a prompt that worked for you is one dialog away from the team. If you are in more than one organization that has the feature, the dialog asks which.

On the web

The same library is a page in your account panel: open the organization, then Prompt library. Propose, Publish draft, Roll back…, Discard draft, Revisions and Delete do exactly what their app counterparts do, and a proposal that breaks one of the three rules is refused there in the same words.

The prompt box on the web shows its fields as chips too. Type {{ (at the start of a line or after a space) to pick one from a list, or open the Merge tags panel beside the box, which lists every field in the form, and click or drag one in. An On or off field gives you two tags, Show when … and End …. Whatever sits between them is sent only when the box is ticked. The list is built from the fields you set up under the prompt, so add a field there first. Unlike in the app, typing a new name does not create a field for you. What is saved is the same plain {{name}} text the app writes, so a proposal made on the web opens in the app's editor unchanged, and the other way round.

You get there from Settings → My account → Manage on the web in the app, or from the Sign in link in this site's header.

Reaching the members

A published revision reaches a member's machine on that machine's next check — the same check that fetches the organization's shared workspaces and managed settings: when Plexus starts, when you switch back to its window, a couple of seconds after you change something, and on the schedule set by Check for changes every (minutes) on the Sync page. Refresh under Published prompts asks immediately, and the list carries its own clock per organization — Checked 4 minutes ago, or Not checked yet.

That check does not require Sync this machine to be on. An organization prompt is text arriving from your organization, not anything of yours leaving, so it needs only that you are signed in, hold a seat, the organization's plan includes it, and your role grants Use prompts — which every role you start with does. A role that denies Use prompts receives nothing, and the app clears that organization's prompts from the machine when the organization says so.

Offline, lapses and leaving

The prompts your organization publishes are held on your machine, and the app lists and renders them from there — never from a live connection. So the rule for every kind of trouble is the same one.

An organization's prompts are dropped from a machine in exactly two cases, and both are a definite answer from the organization rather than a failed one: the organization confirms you are no longer in it — you left, or you were removed — or it says your role may no longer use its prompts. On the next successful check that organization's prompts go, your own templates are untouched, and no other organization's prompts are affected. A check that failed, timed out or was refused for want of a plan never drops anything.

Deleting one is never blocked. An administrator can delete a template and discard a draft on a plan that has lapsed, with too few seats, or with the organization's plan no longer covering organization prompts at all, and the app shows those two controls under the stale panel for exactly that reason — see below.

What needs a seat, and what never stops

A seat is what buys the receiving. Being handed a revision, and every part of proposing, publishing and rolling back, need the organization's plan to cover organization prompts and you to hold one of its seats. Rolling back needs it too, because a roll back changes what every member holds just as a publish does.

Three things carry on regardless, and each is deliberate:

• What already arrived. A prompt your machine already holds keeps listing and running — see the callout above.
• Taking something back. An administrator can still Delete a template and Discard draft after a plan lapses, with a seat shortfall, and on a plan that no longer includes the feature. Otherwise a lapsed organization could not withdraw a prompt it no longer stood behind from a departed colleague's machine, which is exactly backwards.
• Your own library. Nothing an organization publishes, rolls back or deletes touches a template of yours, and nothing about a lapse or a seat does either.

If more seats are handed out than the plan pays for, the admin panel shows a warning naming both numbers and proposing and publishing pause until it is fixed — the same rule as for shared workspaces. In the app Propose and Publish draft are absent while it lasts; on the web they are disabled. Roll back…, Discard draft and Delete stay. Press Manage seats on the banner — it opens the organization's Plan, seats and people row on the same page — or add seats, and it clears itself.

And nothing local is affected by any of it. Sessions, worktrees, the agent terminal, review, the explorer, the git client, hooks, pull requests and the dashboard are identical with a seat and without one, and always will be.

What sync does and does not carry

Cross-device sync and your own prompt library carry your templates between your machines. An organization's prompts are not part of either: each of your machines receives them from the organization directly, on the check described above, and turning sync off does not stop them arriving. They are never written into your account, never appear in the preview of what this machine sends, and are not counted in the numbers on the Prompts page — and a template of yours reaches the organization's library in exactly one way, by your proposing it there yourself.

Related

• Prompt templates — writing one, its fields, and where your own templates live.
• Shared workspaces and Managed settings — the other two things an organization hands its members, on the same page in the app.
• Roles and permissions — the five prompt permissions and who holds them.
• Plans, seats and billing — what a seat is, and how one is given.
• Cross-device sync — why an organization's prompts are not part of it.
• Privacy Policy — the field-by-field account of what an organization's library holds and what never leaves your machine for it.