Control who can use Canopy Coworker, what it's allowed do without asking, what it remembers about your firm, and how much each team member uses it.
Required: For Admins, changing Coworker settings takes the Coworker Admin permission.
đ Beta: Coworker is in open beta. Turn it on in Settings > Experimental Features > Canopy Coworker.
Why it matters: Coworker can draft emails, complete tasks, update records and act across many clients. These settings decide where it needs a person's OK, so you can give staff a capable assistant and still keep client communication and billing under review.
â Set up first: Complete Personal Onboarding on the Coworker page. It teaches Coworker how your firm works and suggests automated jobs, and it doesn't use credits.
Table of Contents
Give Team Members Access to Coworker
Coworker access comes from permission sets. Admins have every Coworker permission by default.
To access settings:
Navigate to the Profile icon, then select Settings.
Go to Access and Permissions.
Select the Permission set to to open it.
Default permission sets can't be changed. Click the duplicate icon on the right side of a set to copy and customize it.
Scroll to the Coworker section and turn on the permissions this set should have.
Click Save.
đ Canopy Tip: See: How do I Assign Access & Permission Sets? for more info.
The Coworker section has three permissions, and the toggle at the top of the section turns them all on:
Permission | Lets a team member | Good for |
Coworker | Use Coworker for their own work: sessions, monitors, memories and recommendations. They can set up automated jobs, but each job needs approval before it runs. | Staff |
Approve Automated Jobs | Review, approve or reject automated jobs others set up. | Managers who approve the team's jobs but shouldn't change trust settings |
Coworker Admin | Manage Coworker admin settings, including trust levels, and shared recommendations. | Whoever owns Coworker at your firm |
â Best practice: Start with a small group, then expand access as your team gets comfortable. Think through each custom permission set: some roles may not need Coworker at first, and others may need only the basic Coworker permission.
đ For more on permission sets, see How Permission Sets Work.
Set What Coworker Can Do Without Asking
Trust settings apply to everyone in your firm. Each type of action has one of three levels:
Always allow (Coworker acts without asking)
Review required (Coworker asks first)
Blocked (Coworker won't do it). Trust settings never let Coworker go beyond a team member's own permissions: if someone's role can't do something in Canopy, Coworker won't do it for them.
To manage Trust settings:
Click your Profile icon, then select Settings.
Go to Coworker Settings and click the Trust tab.
Under Trust Level Defaults, click the level next to an action type and select a new level.
There's no Save button. The change applies when you leave the page.
Action type | Includes | Default |
View data | Fetching and viewing records | Always allow |
Create drafts | Adding new entries | Review required |
Send communications | Emails, SMS, notifications | Review required |
Modify records | Updating existing entries | Review required |
Financial actions | Invoices, payments, credits | Review required |
Bulk operations | Actions affecting multiple records. Before a large batch, Coworker runs a small test batch and asks someone to check it first. | Review required |
Delete or archive | Removing or archiving entries | Review required |
Canopy Insights | Answering firm-wide analytics questions from your data warehouse | Always allow |
â Best practice: Start conservative and loosen settings as you see how Coworker works. Keep Send communications and Financial actions on Review required: a sent email or a posted payment can't be taken back.
Override Actions
We recommend waiting until youâre familiar with Coworker before turning on Overrides. An Override lets a specific action â like drafting an email â run automatically, without asking for your approval each time.
To set Overrides:
On the Trust tab, scroll to Overrides and search for the action, such as create draft.
Click Add override on the action's row, then select the level you want. It saves right away. Each row's menu shows the two levels you can switch to; the one not listed is the level the action has now.
To remove an override, click the X in the Action column.
Manage Memories
Coworker saves what it learns about your firm as Memories â like how you sign emails or who handles complex returns â so it doesnât have to ask again.
Memories come from Coworker Onboarding and from telling Coworker directly during a session (for example, âRemember that I sign all my emails with âBest regards.ââ). When a new memory conflicts with an old one, Coworker replaces the old one with the new.
To manage Memories:
Click your Profile icon, then select Settings.
Go to Coworker Settings. The Memories tab opens first and lists what Coworker has saved.
Click All, Team or Private to filter the list, or search for a memory.
To edit a memory, click the pencil icon, change the text and click Save.
To have Coworker forget a memory on a date, click No expiration under it and pick the date. It saves right away.
To add a memory yourself, click Add memory, then:
Under What should Coworker remember? â type the memory.
Under Who should see this? â choose Private (just you) or Team (your whole firm).
Under How long should Coworker remember this? â keep No expiration or pick an end date.
Click Save.
To delete a memory, click the trash icon, then click Delete. A deleted memory can't be recovered.
Check Credit Usage
Each Coworker request uses credits. Each user has a monthly allocation that resets at the start of the month. A banner warns them as they get close, and Coworker pauses for them when they reach it. This page shows who has used what and who has reached their limit.
To check Credit Usage:
Click your Profile icon, then select Settings.
Go to Coworker Settings and click the Credit Usage tab.
If anyone on your team has hit their limit, a Monthly limit reached banner appears at the top.
Use the team member table to review usage. Click a column header to sort, or search for a specific team member.
Monthly limit: how much of their limit they've used. A red bar means they've reached it.
Total beta usage: credits used during the beta.
Last activity: when they last used Coworker.
đĄ Good to know: The totals above the table show your team's Active Users for the period and the Monthly usage limit: the number of credits each person can use per month.
Track Adoption on the Performance Page
The Performance page shows how your firm uses Coworker. Only admins can see it.
To track Adoption:
Click Coworker on the global navigation bar, then select Performance.
Choose a date range at the top right, such as Last 30 days.
On the Usage tab, review daily use and Top users by spend.
Click the Recommendations tab to see how many recommendations Coworker made, how many your team accepted, and recent activity.
đ Best practice: Use Top users to find the people getting the most out of Coworker and recognize them, so others see how it fits into daily work.
Send Feedback About Coworker
Coworker is in open beta, and your feedback helps us improve it.
Below the Coworker text box, click Feedback.
In the Submit feedback window, type what you think.
Click Submit.
To rate a single reply, click the thumbs up or thumbs down icon under it.
Troubleshooting
A team member doesn't see Coworker:
Check that Coworker is turned on in Settings > Experimental Features and that their permission set includes the Coworker permission.
I don't see Coworker Settings:
Your permission set needs Coworker Admin. Ask an admin to add it.
Automated jobs aren't running:
A job set up by someone without Approve Automated Jobs waits for someone with that permission to approve it. It shows Pending approval in the Coworker sidebar.
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Summary
Give team members the Coworker, Coworker Admin or Approve Automated Jobs permission in their permission set, then set what Coworker may do without asking on the Trust tab. Use Memories to see what Coworker has learned about your firm and Credit Usage to track each person's monthly use.
Need help?
Contact Support or ask Penny, our AI Support Bot, for assistance.