Assistant Seat Provisioning and Access Review (Onboarding)

Assistant Seat Provisioning and Access Review (Onboarding)

1. 01

   Map each role to a named assistant tier before any seat is purchased

   List every billable and non-billable role on the account, then assign a tier (free, individual paid, business, enterprise) with a one-line justification. Roles that only draft copy rarely need the top reasoning tier; roles running agentic coding or multi-file analysis usually do.

2. 02

   Confirm the vendor's metering, feature-gate, and dispute terms in writing

   Forrester flags that AI application vendors now set usage limits, control feature access, and arbitrate disputes over their own products, so record who owns each of those three levers for every assistant you shortlist and flag any single vendor holding all three.

3. 03

   Run a two-week pilot on live client work, not demo prompts

   Give each pilot seat three real deliverables (a research brief, a spreadsheet model, a code review) and log output quality, latency, and token spend per task. Benchmark against your agency's actual content types rather than vendor sample outputs.

4. 04

   Set the data boundary rules before the first client file is uploaded

   Write down which client data classes may enter which assistant, whether training on your inputs is disabled, and where exports land. Grok Build's exposure of confidential business data through shareable app links is the failure mode this step exists to prevent.

5. 05

   Assign one owner per assistant and one backup

   Seat sprawl happens when nobody owns the admin console. Name an owner responsible for billing, model version changes, and offboarding, plus a backup who can revoke access within a business day.

6. 06

   Publish a one-page usage card per assistant for the delivery team

   Cover approved use cases, banned inputs, the current model version, and the escalation path for a bad output. Keep it to a single page so account leads actually read it before a client call.

7. 07

   Schedule the 30-day access review and seat reclamation

   Pull the usage report, cancel seats with fewer than five active days in the prior month, and re-tier anyone who has outgrown or underused their plan. Repeat quarterly so the retainer margin on tooling stays predictable.