How to set up and manage ChatGPT for Gmail for Teams

To learn more about the ChatGPT for Gmail by cloudHQ, visit the ChatGPT for Gmail by cloudHQ website.
To install the extension, choose your browser from the links below:

Your ChatGPT for Gmail dashboard is here.

  1. Introduction
  2. Overview
  3. Invite or add Users to the team
  4. Ensure users have ChatGPT for Gmail by cloudHQ installed on their PC or Mac
  5. Manage team prompts (both “context” promtps and “quick reply” prompts)

Introduction

This guide explains how to set up and manage ChatGPT for Gmail for teams. Once the team is set up, the team leader (admin) can:

  • Add or remove users
  • Add, remove, or change prompts shared by the team
  • Add, remove, or change menu options the team members will see
  • Ensure the ChatGPT for Gmail extension is installed on users’ Chrome browser

Let’s look at the benefits of using the ChatGPT for Gmail in a team setting:

  • Consistency Across Team Communication: Everyone uses the same tone, structure, and messaging.
  • Consistent Messaging: Shared context and reply menus ensure all team members use the same tone, structure, and language in emails.
  • Knowledge Sharing: Team members can benefit from prompts created by experienced colleagues, making best practices easily accessible to everyone.
  • Improved Quality: Shared menus help standardize high-quality responses, even for less experienced team members.
  • Scalability: Easy to maintain quality communication as the team grows.
  • Customization for Roles: Different teams can use role-specific menus for their tasks.
  • Faster Onboarding: New team members can start using pre-set prompts immediately, without needing to configure their own settings.

For example, a senior customer support agent creates reply prompts for handling common refund requests. By sharing these in the team’s ChatGPT for Gmail menu settings, all agents can quickly send accurate, friendly, and policy-compliant replies. This not only saves time but also ensures consistent customer experience across the entire support team.

Overview

Here is an overview of steps on how to set up ChatGPT for Gmail for your team:

  1. Invite or add users to the team
  2. Ensure users have ChatGPT for Gmail by cloudHQ installed on their Chrome browser. Use Google Workspace admin console or instruct the user to install it.
  3. Setup prompts for “context menu” and “quick reply” menu.

Invite or Add Users to the Team

The first step is to add users to the team. You can do this in two ways:

If you are a Google Workspace admin, install the cloudHQ app on your domain and add your users. See these instructions: How to add Google Workspace users to your cloudHQ team

If you are not a Google Workspace admin, you can invite users to your team. See the instructions here: How to send email invites and assign licenses for your cloudHQ team

More details on managing cloudHQ users: IT admin: How to manage cloudHQ users

After users are added, you should see them in the Users tab. If a user hasn’t accepted the invite, it will show as invite pending.

Ensure users have ChatGPT for Gmail by cloudHQ installed on their PC or Mac

To use ChatGPT for Gmail by cloudHQ, users must have the extension installed in their Chrome browser. Make sure all users have the ChatGPT for Gmail by cloudHQ extension on Chrome. You can do this using the Google Workspace admin console (if you are an admin), or by asking users to install the extension themselves.

Manage team prompts (both “context” prompts and “quick reply” prompts)

Once users are added and the extension is installed, you can manage team prompts. There are two types of prompts:

  • Context prompts: These appear when you select text and right-click.
  • Quick reply prompts: These appear next to the reply button.

Go to the dashboard and you will see a screen like this:


All team members can view all prompts.
The admin (team lead) can edit or delete any prompt. Individual users can only edit their own prompts.

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