Sharing Profiles with Your Team

What are Shared Profiles?

Shared profiles let team members use the same email generation settings. When you share a profile, everyone on your team can:

• Generate emails using that profile
• Set it as their default profile
• Benefit from your carefully crafted settings

This ensures consistent messaging, tone, and branding across your organization.

Why Share Profiles?

Consistency

Ensure everyone uses the same tone and writing guidelines for client communications.

Efficiency

Create a profile once, and your whole team can use it immediately.

Onboarding

New team members can start generating professional emails right away using shared profiles.

Brand Voice

Maintain consistent brand messaging across all team communications.

How Sharing Works

When you share a profile:

1. Your profile stays yours - You retain full control and can edit or unshare anytime
2. Team sees a reference - Team members see your profile in their "Team Profiles" section
3. Changes sync automatically - When you update the profile, everyone gets the latest version
4. Usage is tracked - You can see how often your shared profile is used

Sharing a Profile

From the Web Dashboard

1. Go to aeralis.ai/profiles
2. Find the profile you want to share
3. Click the Share with Team button
4. The profile now appears in everyone's Team Profiles section

From the Gmail Add-on

1. Open Gmail and click the Aeralis icon
2. Go to Manage Profiles
3. Find your profile and click Share with Team

Using Shared Profiles

Viewing Shared Profiles

Shared profiles appear in a separate "Team Profiles" section:

• Web Dashboard: Below your personal profiles on the Profiles page
• Gmail Add-on: In the profile selector when composing or replying

Identifying Shared Profiles

Shared profiles show:

• Who shared them (e.g., "Shared by John")
• A team indicator icon
• All the same settings as personal profiles

Setting a Shared Profile as Default

You can set any shared profile as your default:

From the Web:

1. Go to aeralis.ai/profiles
2. Find the shared profile in the Team Profiles section
3. Click Set as Default

From the Add-on:

1. Open Manage Profiles
2. Find the shared profile
3. Click the star icon to set as default

When a shared profile is your default:

• It's automatically selected when you compose emails
• It shows a star indicator
• You can change it anytime

Unsharing a Profile

If You Shared It

1. Go to aeralis.ai/profiles
2. Find your shared profile
3. Click Unshare

When you unshare:

• Team members immediately lose access
• If it was someone's default, their default is cleared
• Your profile remains intact

If You're an Admin

Team admins can unshare any profile:

1. Go to team settings
2. Find the shared profile
3. Click Remove from Team

What Happens When...

The Profile Owner Edits It

All team members automatically see the updated version. Changes are instant.

The Profile Owner Deletes It

The profile is automatically unshared and removed from everyone's Team Profiles list.

A Team Member Leaves

They lose access to all shared profiles. If a shared profile was their default, it's cleared.

You Leave a Team

You lose access to all shared profiles from that team. Your own profiles remain yours.

Best Practices

Name Profiles Clearly

Use descriptive names so team members know when to use each profile:

• "Client Communications - Formal"
• "Internal Updates - Casual"
• "Sales Outreach - Professional"

Add Descriptions

Include a description explaining when to use the profile:

• "Use for all external client emails"
• "For quick internal team updates"

Keep Profiles Focused

Create separate profiles for different use cases rather than one "do-everything" profile.

Communicate Changes

Let your team know when you update a shared profile, especially if it affects their workflow.

Shared Profile Permissions

Action	Owner	Admin	Member
Share own profile	Yes	Yes	Yes
Unshare own profile	Yes	Yes	Yes
Unshare others' profiles	Yes	Yes	No
Edit shared profile	Only owner	Only owner	Only owner
Use shared profiles	Yes	Yes	Yes
Set as default	Yes	Yes	Yes

Frequently Asked Questions

Can I edit a profile someone else shared?

No. Only the profile owner can edit it. If you need changes, ask them to update it or create your own version.

How many profiles can I share?

There's no limit on shared profiles. Share as many as your team needs.

Can I share a profile with specific people only?

Currently, sharing is all-or-nothing for your team. You cannot share with specific members only.

Do shared profiles count against my profile limit?

No. Shared profiles you use don't count against your personal profile limit. Only profiles you create count.

What if two people share profiles with the same name?

Each profile shows who shared it, so team members can distinguish between them.

Next Steps

• Create a profile to share
• Learn about team management
• Understand profile settings