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Adoption handbook

Adoption is a habit, not a rollout email.

How teams roll out Beam in their first month: six steps, in the order that saves the most rework. Each one names the part of the product it uses.

  1. Step 1

    Start with a pilot group, not the whole company

    Pick a handful of people from two or three teams who have a recurring task they would happily hand off. The 7-day trial takes up to 5 teammates and every feature, which is enough to find out what sticks before anyone signs anything.

    Give the pilot one question to answer: which of our weekly tasks can this take over? Everything below is in service of that answer.

    Manage membersManage members and their permissions
    Invite members
    3 members · 3 of 5 seats used
    M
    Maria Chenmaria@acme.com
    BusinessAdmin
    D
    Davin Rossdavin@acme.com
    BusinessMember
    P
    Priya Nairpriya@acme.com
    BusinessMember
  2. Step 2

    Connect knowledge before you build anything

    Answers are only as good as what they can read. Create a knowledge folder per subject (the handbook, product specs, IT runbooks) and fill it by uploading files, crawling a site, or syncing Google Drive, SharePoint, Slack, GitHub, Notion or Confluence.

    Each folder keeps its own access list, so you can share the handbook with everyone and keep compensation bands restricted from day one. Answers drawn from a folder cite the document they came from.

    Support knowledgeKnowledge folder · 5 sourcesSyncs once a day
    Google DriveSupport playbooks · 214 files
    3h ago
    ConfluenceHelp center space · 412 pages
    1h ago
    Slack#support-escalations · 1,204 messages
    5h ago
    GitHubacme/support-docs · 86 files
    1d ago
    Web crawlhelp.acme.com · 38 pages
    1d ago
  3. Step 3

    Build three agents from templates, and share them

    Start from a template rather than a blank page: swap in your folders, adjust the instructions, and test it on real questions from the pilot. Publish it when it is ready, and share it with the team that will use it.

    Three is a good number: one that answers questions, one that drafts, and one that prepares something people currently do by hand.

    HR AssistantCustomer Support ResponderMeeting Preparer
    Meeting PreparerA one-page brief before every meeting

    Prepare me for tomorrow's meeting with Contoso.

  4. Step 4

    Set the guardrails once, as an admin

    In Settings, choose which models the workspace offers (Models), how long chats, files and runs are kept (Data retention), and who may do what (Roles). Actions an agent takes in your tools can be set to "Always ask first".

    Extra model usage stays off until you turn it on, and it is capped when you do. Decide this before the pilot grows, not after.

    Settings › ModelsChanges save automatically
    Opus 5.5
    GPT-6.1 Sol
    Grok 4.7
    Mistral Large 4
    Ask Opus 5.5 or @mention an agent
    Opus 5.5
  5. Step 5

    Automate one recurring process

    Once a few agents are in use, pick one routine that runs on a schedule or on an event, and turn it into a workflow. Put an approval step before anything leaves the building; the run waits in the reviewer's inbox until someone approves or rejects it.

    Weekly competitive watchDraft a reply to an inbound message
    Inbound lead pipeline
    TriggerNew lead in CRM · Contoso
    Web searchEnrich Contoso
    AgentDraft personalised outreach
    ApprovalSales lead approves
    ActionSend email & log in CRM
    Run #1284
  6. Step 6

    Measure, then widen

    Settings › Analytics shows messages, sessions and tool calls over time, for the workspace and for each agent. Pair it with the pilot's own answer to the question from step one, then invite the next teams with the agents that already work.

    People who use it most can move to a Business Premium seat; everyone else stays on Business. Seats are per person, so the mix can change any time.

    Analytics

    Last 7 days

    Messages

    0

    Sessions

    0

    Tool calls

    0

    Daily messages

    MTWTFSS

    By model

    Sonnet 5.5
    GPT-6.1 Sol
    Mistral Large 4
The playbook

The people side of the rollout, in one PDF

These steps cover the product. The playbook adds who owns the rollout, the rules, the champions, what to measure, and a checklist for the first four months.

Get the playbook

Planning a rollout?

Start a trial and follow these steps, or tell us what you want to automate and we will plan it with you.

Start the 7-day trialTalk through your rollout
  1. Your first month
  2. 1Start with a pilot group, not the whole company
  3. 2Connect knowledge before you build anything
  4. 3Build three agents from templates, and share them
  5. 4Set the guardrails once, as an admin
  6. 5Automate one recurring process
  7. 6Measure, then widen