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Multiple Org/Team Support in Hana

Hana lets one account participate in several separate organizations. This capability is designed for users who collaborate across teams or companies while keeping each group’s data, billing, and automations isolated.

Key Concepts​

  • Organization – A workspace that contains its own members, memories, report groups, automations, and billing settings. Users may create as many organizations as needed and move between them for context.
    • All orgs (can also sometimes be called teams) are totally isolated from each other in terms of their billing, their data, memories etc.
    • You can only have 1 active org at a time
    • Hana will respond with the memories and data of the active org when you invoke her in Google Chat
  • Membership – The link between a user and an organization. Each membership records the user’s role (USER, ADMIN, DOMAIN_OWNER, SUPER_ADMIN) and whether the membership is active. A user can hold different roles in different organizations; memberships are unique per user–organization pair to prevent duplicates
  • Active Organization – At any moment, a user works within exactly one organization. The active organization determines which memories, conversations, and automations they can access. Hana updates the active organization whenever the user switches context
  • Invites – Members can invite others via email or a shareable link. Invites expire after three days and up to ten invitees can be added at once
  • Organization Context for Jobs – Automations and scheduled jobs always run in the organization that was active when the job was created, even if the user later switches organizations

Use Case

  • Large organizations often have multiple segregated teams responsible for 1 part of a large system
  • These teams have very different requirements, knowledge base, learnings and data
  • To support these teams working independently and allow 1 user to be part of multiple teams for broader job roles, we created this feature for Hana
  • Example:
    • Sales Team/Org
    • Tech Team/Org
    • Marketing Team/Org
  • As data is totally isolated, members of Sales Team cannot view/query/ask about data from Tech Team unless the person invoking Hana is part of both teams and makes the relevant team active in the Hana Dashboard

Creating or Joining an Organization

Automatic Creation for New Users​

  • When a user signs up, Hana provisions a default organization and makes the creator an admin so they can begin collaborating immediately

Creating Additional Organizations​

  • Users can create new organizations at any time. Each newly created organization is separate, has isolated data such as memories, tasks, with its own plan and configurable settings (such as whether direct messages is allowed).

Create organization in Hana dashboard

Joining Existing Organizations​

  • By Invitation Email – A member sends an email invite. The recipient follows the link and becomes a member with the role defined by the inviter.
  • By Invitation Link – Admins can generate a reusable link, allowing anyone with the link to join before the link expires.

Join organization in Hana dashboard

Managing Memberships

Roles and Permissions​

  • USER – Basic access for day-to-day operations.
  • ADMIN – Can manage members, settings, memories, and automations within the organization.
  • DOMAIN_OWNER – Gains admin capabilities plus domain-level management after DNS verification. (This role is coming soon, flows around it are under development)
  • SUPER_ADMIN – Reserved for Hanabi staff for global oversight.

Invites and Activation​

  • Invites must be accepted before the invite token expires. Once accepted, the member can immediately participate in conversations and automations within that organization. The membership’s isActive flag enables or disables access without removing the record, useful for temporary suspensions.

Leaving or Removal​

  • Members can leave an organization or be removed by an admin. Any scheduled jobs associated with that membership continue under the organization’s context, but the user loses access to new conversations or resources.

Switching Between Organizations​

Verify active org

Before asking Hana anything sensitive or also in general as a good practice, make sure you check the active org carefully when you invoke Hana especially in a public space and when you are switching orgs often as this can lead to Hana responding with sensitive information from the unintended active org.

  • Users often switch contexts during the day (e.g., consultants handling multiple clients). Hana ensures the transition is safe and explicit:
  • Select Organization – Use the dashboard to specify the new active organization.
  • Membership Verification – Hana confirms the user is a member before switching.
  • Update Context – Once switched, all data shown in the dashboard will be of this chosen org and Hana's responses will consider this active org context (memories, tasks etc.)

Switch organizations in Hana dashboard

Switch organization modal in Hana

Data Isolation and Security

  • Memories, report groups, automations, tasks, and billing data are scoped strictly to their organization.
  • Scheduled jobs keep the organization context from the moment they were scheduled, preventing cross-organization side effects and data leaks
  • Role-based access is enforced independently per organization; being an admin in one organization does not grant privileges in another.

Best Practices and Considerations

  • Plan for Context Switching – Ensure you have the correct active organization before initiating chats or scheduling jobs to avoid unintended actions.
  • Monitor Invite Expiry – Unaccepted invitations expire in three days; reissue invites if necessary.
  • Limit Bulk Invites – Batch invites to no more than ten addresses at a time for reliability.
  • Verify Domain Ownership – Upgrading to DOMAIN_OWNER unlocks additional organization-level controls and is recommended for corporate deployments. (coming soon!)

Example Scenarios

  • Consultant Handling Multiple Clients – A consultant can join each client’s organization, switch between them to access relevant memories and automations, and keep each client’s data separate.
  • Parent Company and Subsidiaries – A parent organization maintains oversight while subsidiary teams operate within their own organizations. Members who work across subsidiaries switch context as needed.
  • Educational Institutions – Professors manage different course organizations, inviting students via links. Each class keeps its own memories and conversation history.
  • Corporate Teams - A large organization can create an org for each team within their company such as Sales, Marketing, Tech, HR, Legal, Executive and so on.
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