How do i share my copilot studio agent with my colleagues?

Question

I have created an agent in Copilot Studio , tests fine, but users are not able to use it after i use the share function. I need help. Thank you.

Answer 1

Hi @Aust, Christiane

To better understand the issue and provide the appropriate troubleshooting steps, could you please help clarify the following:

• Where are you trying to make the agent available (Microsoft 365 Copilot, Teams, website, SharePoint, etc.)?
• Who are you sharing the agent with (individual users, security groups, or everyone in the organization)?
• Can you confirm where the agent is published (Microsoft 365 Copilot, Teams, SharePoint, Website, or another channel), and what exact error users receive when attempting to access it?
• Does your sharing page look like this?
• 

From this article, Assign user licenses and manage access - Microsoft Copilot Studio | Microsoft Learn, you will need to publish the agent in order to other users access it.

You can look on top and choose Publish. If you do not have the necessary subscription, you will not be able to publish it.

The article also stated end users do not need a Copilot Studio user license assigned to them; as long as the agent is published and shared with them, anyone who has access to the published agent can interact with it, while only makers/editors require the Copilot Studio per-user license.

Please let me know if you have any other questions.

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Answer 2

I thought colleagues do not need a Copilot Studio license to use it. That i could create the agent and then share , the colleagues would use some kind of token. is that not true?

Answer 3

To let colleagues use a Copilot Studio agent, both sharing and prerequisites must be correct. Use the path that matches how the agent is being used.

1. Check prerequisites
   • Users must have a Microsoft Copilot Studio per user license.
   • For controlled access, ensure User authentication is set to Authenticate manually with Microsoft Entra ID, and Require users to sign-in is turned on.
2. If colleagues should only use/chat with the agent (web app) In Copilot Studio (web):
   1. Open the agent.
   2. On the top menu bar, select the three dots (…) > Share.
   3. Choose one of:
      • Add individual users.
      • Add security groups.
      • Select Everyone in <OrganizationName> and set User – can use the agent.
   4. Select Share.
   5. Optionally select Copy link and send the link so they know where to open the agent.
   Notes:
   • When sharing for chat, the agent can’t be shared with Microsoft 365 groups that have SecurityEnabled = false.
   • If the agent uses external connections (for example, ServiceNow, Azure Databricks Genie), ensure authentication is set up so other users can run those connections (service principal, environment-level connection, or per-user sign-in).
3. If colleagues should co-author (edit) the agent In Copilot Studio (web):
   1. Open the agent.
   2. Select the three dots (…) > Share.
   3. Add each colleague by name or email.
   4. Ensure they have the Environment Maker Dataverse security role.
      • If they don’t, someone with System Administrator role must assign it (Copilot Studio can do this on behalf of a System Administrator when sharing).
   5. Select Share.
   Notes:
   • Co-authors can view, edit, configure, share, and publish the agent, but can’t delete it.
   • If a user is newly added to the environment, it can take up to 10 minutes before the agent appears for them.
4. If using Copilot Studio in Teams
   • To let colleagues chat with the agent via Teams:
     1. Open the agent in Copilot Studio for Teams.
     2. On the Overview page, select Share.
     3. Either:
        • Enter a security group (only security groups are supported here), or
        • Select Everyone in <OrganizationName> and set User – can use the chatbot.
     4. Select Share.
     5. Use Copy link and send it so they can install/use the agent in Teams.
5. If colleagues can open but not edit flows used by the agent
   • If the agent uses Power Automate flows, share those flows separately:
     1. In the topic where the flow is used, select View flow details.
     2. In Power Automate, in the Owners section, select Edit.
     3. Add colleagues by name or email so they can edit/add flows.
6. If colleagues can’t see or use the agent after sharing
   • Wait up to 10 minutes if they were just added to the environment.
   • Confirm:
     • They have a valid Copilot Studio license.
     • They are in the correct security group or explicitly listed in sharing.
     • For knowledge sources (SharePoint/OneDrive), they have access to the underlying files; otherwise the agent can’t use that content for them.

If, after these checks, colleagues still can’t use the agent, verify with an admin that any organization-level governance or sharing restrictions for agents or groups are not blocking access.

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References:

• Share agents with other users
• Share agents with other makers and groups (preview)
• Share and manage agents
• How to share your agent
• Copilot Studio Agent doesn't recognize the docs in the Knowledge Base. - Microsoft Q&A
• How can I publish a CoPilot from Studio while having it reference my connector for the agent instead of asking users for their own? - Microsoft Q&A