Claude Projects for teams: how to build and share them
A Claude Project is a space with its own instructions and files that apply to every conversation opened inside it. For a team it works best with one project per task, short instructions, a few current files and a named owner. Sharing it requires a Team or Enterprise plan: public or private visibility and Can view or Can edit permission.
What a Project is and what it does for a team
According to Anthropic’s help, a Project has two pieces that apply to every chat created inside it. The first is the knowledge base, where you upload documents, text or code. The second is the instructions, where you write how Claude should respond, for example with a formal tone or a defined role. The name and description are for people: Claude does not see them.
For a team, the benefit is that context stops depending on who writes the prompt: the manual, price list or style guide is loaded once and everyone starts from there. The help clarifies that context does not carry from one chat to another inside the project unless it is in the knowledge base, and that each project has its own memory.
Projects exist on every plan, including the free one (up to five); sharing them is what sets Team and Enterprise apart. On paid plans, when the material nears the limit of what Claude can read at once, a retrieval mode (RAG) turns on automatically and, according to Anthropic, expands capacity up to 10 times. The help recommends clear file names and grouping related documents.
A new version in beta
“What are projects?” describes a new version of Projects in beta, rolling out from Claude Code and coming later to Team and Enterprise. This guide covers the current Projects, per Anthropic as of November 11, 2026.
How sharing works: visibility and permissions
Sharing is available on Team and Enterprise, as long as an admin has not turned it off. Change visibility any time from the Share button, under General access. Permissions apply to the people you invite to a private project.
| Option | What Anthropic’s help says | When it fits (our own criteria) |
|---|---|---|
| Public | Everyone in the organization can find, view and use it. Chats inside stay private unless you share them. | General reference: style guide, policies, welcome handbook. |
| Private | Only invited members can view and use the project. | Material for one area: finance, legal, sales. |
| Can view | See contents, knowledge and instructions and chat, without editing. | Most of the team. |
| Can edit | Change instructions and knowledge, update members and add tags (beta, Enterprise). | Whoever maintains the project, one or two people. |
You can add people by name or email, or paste a list of emails. Recipients see the project in their section for shared projects.
Sharing with a group requires Enterprise and is in beta. Access follows group membership: people who join gain it and people who leave lose it. An admin must first enable “Share resources with this group”, and changes can take up to five minutes.
An admin can turn off sharing and public projects. Then new people or groups cannot be added, existing access stays and public projects become private; on Enterprise this can apply to specific roles.
Five projects to start with in a small business
These examples are a Duotach proposal; they are not product features or Anthropic templates. Each starts from a repeated task, with short instructions and a few current files. Adapt them to your company.
1. Sales
Sample instructions: “Answer inquiries using only the loaded price list and terms. If a detail is missing, say so and suggest what to ask.” Files: current price list, commercial terms, two past proposals without customer data and a guide to common objections.
2. Customer support
Sample instructions: “Write in the tone of the guide. Do not promise deadlines or refunds that are not in the policies; if the case is not covered, flag it for a person.” Files: returns and warranty policies, FAQs, tone guide and approved replies.
3. Finance
Sample instructions: “Show calculations step by step and flag assumptions. If a figure is missing, ask for it; do not estimate it.” Files: chart of accounts, close calendar, report templates and categorization criteria. No bank statements, passwords or third-party personal data.
4. Legal and compliance
Sample instructions: “Summarize contracts and point out clauses a person must review. Do not give legal advice or state that something complies with a rule.” Files: contract templates, the current privacy policy and a vendor review checklist.
5. Onboarding
Sample instructions: “Answer new hires using what is in the documents. If something is missing, say who to talk to.” Files: welcome handbook, org chart, tools guide and a calendar for the first weeks.
Governance: who edits, how projects are named and when they are reviewed
Our own rules, simple to apply from day one.
One owner per project
One or two people with Can edit maintain instructions and files; everyone else joins with Can view. With no owner, a project ages unnoticed.
Names that explain themselves
A fixed pattern, for example “Area · Task · Valid as of” (Sales · Proposals · 2026-11). Claude does not see the name or description: what it needs to know goes in the instructions.
Periodic review
A fixed date, monthly or quarterly depending on how fast the material changes: remove old files, test three real questions and adjust the instructions. If a price or policy changes, update the file first.
Personal data with judgment
Before loading a file, ask whether the task needs it; anonymize or leave out the rest. That Anthropic does not train on your content by default on Team does not replace deciding what you load.
Tags without sensitive information
Project tags (beta, Enterprise) are visible to the whole organization: nothing sensitive in their names or values.
Tested access changes
Archiving does not revoke access: remove members in the sharing options. The help pages we read describe differently who can do that, so test it with a test account.
Common mistakes when building projects
A project with 40 files and no instructions
With no instructions nobody said what to prioritize or what to do when a detail is missing, and old versions sit next to current ones. Start with a few current files and add gradually.
One project for everything
Sales, finance and legal have different rules and data. With one project you grant access to everything or nothing; splitting by task allows different permissions.
Leaving it public for convenience
Anyone in the organization can open a public project. If it is one area’s material, make it private and invite the right people.
Expecting it to remember another chat
Context does not carry between chats in a project unless it is in the knowledge base. What must be repeated belongs in the instructions or a file.
Not testing with real questions
Before sharing, ask five real questions and one the material does not answer. The expected result is that Claude says it does not have the data.
When to move from Projects to training or a custom integration
A Project solves shared context. By itself it does not ensure the team uses it well, that information arrives from another system or that a process runs without a person in charge. Our own signals for deciding the next step:
| Signal | What to evaluate |
|---|---|
| Projects exist, but the team does not use them or each person uses them differently | Role-based training with your own cases: the problem is adoption. |
| The material changes daily or lives in a system (ERP, CRM, database) | An integration: information arrives from the system instead of being copied by hand. |
| The process must run without a person in charge or write to another system | Custom development, with agreed permissions, approvals and tests. |
| Security, retention or audit requirements are set by the company | Review the plan before loading data: per claude.com/pricing as of Nov 11, 2026, Team lacks SCIM, audit logs and custom retention controls; Enterprise includes them. |
If adoption is the obstacle, Claude training for companies works with each role’s own cases, and our note on how to evaluate a training pilot explains what to measure before expanding. If you already use Google Workspace, see training or integration for Workspace.
Frequently asked questions about Claude Projects for teams
How many projects and files can I have in Claude?+
Which plan do I need to share a project with my team?+
Does sharing a project also share my chats?+
What happens to projects if the organization moves from Team to Enterprise?+
Can I load customer data into a project?+
What to discuss with Duotach
Duotach implements and trains teams on Claude. We help choose a plan, set up the workspace, build the first Projects with your documents and define permissions and data governance. With training we work with your team on its own tasks, and if the process goes beyond a Project, we assess a custom integration. Scope is defined once we know your case; we do not promise results in advance.
Anthropic sources consulted on November 11, 2026: What are projects?, How can I create and manage projects?, Manage project visibility and sharing, RAG for projects, What is the Team plan? and Migrate your organization from Team to Enterprise. Plans and prices: confirm them at claude.com/pricing.
Decide which projects to build first
Tell us which tasks your team repeats and we will outline projects, permissions and training to discuss.
Related Articles
Claude Training for Companies: LATAM Guide [2026]
Claude training for companies across LATAM: role-based programs, 100% remote, real methodology and measurable adoption for your team.
How to evaluate an AI training pilot before expanding
Decide whether to expand AI training using task evidence, quality and workplace application. What to agree in a pilot and what does not demonstrate ROI.
Claude in Google Workspace: training or integration?
Choose the right scope for Claude in Docs, Sheets and Slides: team training, connectors or an integration, with evaluation criteria before expanding licenses.