Publishing and Sharing with Your Team

You've built your business GPTs — now it's time to get them into your team's hands. The way you roll out custom GPTs determines whether they become essential tools or forgotten experiments.

Choosing the Right Visibility

ChatGPT offers three sharing levels, but for business GPTs, you'll typically use two:

Visibility	Best For	Security Level
Only me	Testing and personal use	Highest
Anyone with a link	Team and organization use	Medium — only people with the link can access
Everyone (GPT Store)	Public tools, no proprietary data	Lowest — anyone on ChatGPT can find it

For business GPTs with company knowledge, use "Anyone with a link." This keeps your proprietary information private while making the GPT accessible to your team.

Setting Up for Team Access

ChatGPT Team Plan

If your company uses ChatGPT Team ($25/user/month), you get additional features:

• Workspace GPTs: Share GPTs within your organization's workspace
• Admin controls: Manage who can create and share GPTs
• Data privacy: OpenAI doesn't train on your Team conversations
• Higher limits: More messages and faster access

Enterprise Plan

For larger organizations, ChatGPT Enterprise adds:

• SSO authentication
• Admin analytics dashboard
• Custom data retention policies
• Dedicated support

Sharing on Plus Plans

If your team uses individual Plus plans:

1. Set your GPT to "Anyone with a link"
2. Share the link via Slack, email, or your internal wiki
3. Each team member needs their own ChatGPT Plus subscription to use it

Rolling Out GPTs to Your Team

A structured rollout increases adoption. Follow this plan:

Week 1: Pilot Group

1. Share with 3-5 early adopters
2. Ask them to use it for real tasks
3. Collect feedback on accuracy and usefulness
4. Fix issues and refine instructions

Week 2: Expand

1. Share with the full target team
2. Send a brief introduction:

Week 3+: Monitor and Improve

• Check in with your team weekly
• Track which GPTs get used most
• Update knowledge files as information changes
• Add new conversation starters based on common requests

Organizing Multiple GPTs

As you build more GPTs, organization matters:

Naming Convention

Use a consistent naming pattern so your team can find the right GPT:

Pattern	Example
[Company] [Function]	Acme Support Assistant
[Team] [Task]	Marketing Content Writer
[Department] [Purpose]	Sales Lead Qualifier

GPT Directory

Create a simple directory in your wiki or Slack:

Maintaining Your Business GPTs

GPTs are not "set and forget." Schedule regular maintenance:

Monthly Review Checklist

1. Update knowledge files — Remove outdated docs, add new ones
2. Review instructions — Adjust based on user feedback
3. Check accuracy — Test with common questions
4. Update conversation starters — Reflect current priorities
5. Archive unused GPTs — Set to "Only me" if no longer needed

When to Update Immediately

• Company policies change
• Products or pricing update
• Team processes change
• Users report incorrect answers

Measuring ROI

Track the impact of your GPTs to justify continued investment:

Metric	How to Measure
Time saved	Survey team: "How long did this task take before vs. now?"
Usage frequency	Count how often the GPT link is accessed
Quality improvement	Compare output consistency before and after
Adoption rate	What percentage of the target team uses it weekly?

Key Takeaway

Successful GPT rollouts combine the right visibility settings, a structured pilot program, and ongoing maintenance. Share business GPTs via "Anyone with a link," start with a small pilot group, and create a simple directory so your team can find the right GPT for each task. Regular updates keep your GPTs accurate and useful as your business evolves.