If you want your AI to act like part of the team, it needs to understand your organization. This VA Staffer template helps clients document roles, reporting structure, and team IDs so their AI can route smarter, escalate better, and support the right people.
Have the client copy this into a TEAM.md file and fill in each section with their company details.
# TEAM.md ## COMPANY OVERVIEW - **Company Name:** - **Primary Industry:** - **Team Size:** - **Primary Communication Platform:** Discord / Slack / Email / Other --- ## EXECUTIVE LEADERSHIP - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## EXECUTIVE SUPPORT - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## SALES & CUSTOMER SUPPORT - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## OPERATIONS - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## MARKETING - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## HR / RECRUITMENT / TRAINING - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## PRODUCT / DEVELOPMENT - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## CREATIVE / MEDIA - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## OTHER KEY PEOPLE - **[Full Name]** ([Discord ID / User ID]) - [Role] - **[Full Name]** ([Discord ID / User ID]) - [Role] --- ## REPORTING STRUCTURE - **[Person Name]** reports to **[Manager Name]** - **[Person Name]** reports to **[Manager Name]** - **[Person Name]** reports to **[Manager Name]** --- ## NOTES FOR AI - **[Person Name]** handles: - **[Person Name]** should be looped in when: - **[Person Name]** should NOT be disturbed for: - **Escalate urgent issues to:** - **Default decision-maker for team questions:**
This file teaches the AI how the company is structured so it can route questions, escalate properly, and understand who owns what.
Start with the founder, CEO, executives, and department heads first. This gives the AI the top of the org chart before you fill in the rest.
## EXECUTIVE LEADERSHIP - **Jane Smith** (123456789012345678) - Founder & CEO - **Mark Jones** (234567890123456789) - COO
Organize people by the function they belong to. The cleaner the categories, the easier it is for the AI to reason about the team.
Good examples: Sales, Operations, Marketing, HR, Product, Creative.
If the AI works in Discord or Slack, include platform user IDs so it can identify the right person and avoid name confusion.
- **John Doe** (123456789012345678) - Operations Manager
This is where the AI becomes much more useful. It learns who should be informed, who likely has authority, and where issues should escalate.
## REPORTING STRUCTURE - **Sarah** reports to **Jane** - **Tom** reports to **Mark** - **Emily** reports to **Lisa**
This is the secret sauce. Add the real-world context that helps the assistant behave like part of the team.
## NOTES FOR AI - **Sarah** handles hiring and onboarding - **Tom** should be looped in for technical issues - **Do not disturb Jane** for minor support issues - **Escalate urgent client issues to:** Mark
If your AI will work inside Discord, user IDs matter. They let the assistant identify the correct person, tag the right teammate, and avoid confusion when multiple people have similar names.
Once Developer Mode is on, Discord will let you copy IDs for users, channels, roles, and servers.
- **Jane Smith** (123456789012345678) - Founder & CEO
They don’t need every ID on day one. Start with leadership, department heads, and anybody the AI needs to tag or escalate to.
This version is intentionally simple. The client pastes it to their AI Employee and then fills in the fields.
# TEAM.md Input Prompt for Your AI Employee Create a `TEAM.md` file using the information I provide below. Use this exact format: # TEAM.md ## COMPANY OVERVIEW - **Company Name:** - **Primary Industry:** - **Team Size:** - **Primary Communication Platform:** ## EXECUTIVE LEADERSHIP - **[Full Name]** ([Discord ID / User ID]) - [Role] ## EXECUTIVE SUPPORT - **[Full Name]** ([Discord ID / User ID]) - [Role] ## SALES & CUSTOMER SUPPORT - **[Full Name]** ([Discord ID / User ID]) - [Role] ## OPERATIONS - **[Full Name]** ([Discord ID / User ID]) - [Role] ## MARKETING - **[Full Name]** ([Discord ID / User ID]) - [Role] ## HR / RECRUITMENT / TRAINING - **[Full Name]** ([Discord ID / User ID]) - [Role] ## PRODUCT / DEVELOPMENT - **[Full Name]** ([Discord ID / User ID]) - [Role] ## CREATIVE / MEDIA - **[Full Name]** ([Discord ID / User ID]) - [Role] ## OTHER KEY PEOPLE - **[Full Name]** ([Discord ID / User ID]) - [Role] ## REPORTING STRUCTURE - **[Person Name]** reports to **[Manager Name]** ## NOTES FOR AI - **[Person Name]** handles [responsibilities] - **Escalate urgent issues to:** [Name] - **Default decision-maker for team questions:** [Name] If any information is missing, use `(unknown)`.
Use this when the client already understands their team and just needs a clean format to give their AI Employee.
Don’t just say “Manager.” Use titles like Client Success Manager, Operations Manager, or Head of Recruitment so the AI can route work properly.
Don’t switch between Mike, Michael, and Michael S. Pick one standard name format and use it everywhere.
This file gets stale fast. Update it when people join, leave, change roles, or shift reporting lines.
Clients do not need a perfect org chart on day one. Even a basic version with names, roles, IDs, and reporting lines is enough to make the AI much smarter.
Use this sample to show clients what “good enough to start” looks like.
# TEAM.md ## COMPANY OVERVIEW - **Company Name:** Acme Growth Co. - **Primary Industry:** Marketing Agency - **Team Size:** 12 - **Primary Communication Platform:** Discord ## EXECUTIVE LEADERSHIP - **Jane Smith** (123456789012345678) - Founder & CEO - **Mark Evans** (234567890123456789) - COO ## SALES & CUSTOMER SUPPORT - **Lisa Tran** (345678901234567890) - Head of Sales - **Ben Carter** (456789012345678901) - Client Success Manager ## OPERATIONS - **Tina Moore** (567890123456789012) - Operations Manager ## MARKETING - **Chris Young** (678901234567890123) - Content Manager ## REPORTING STRUCTURE - **Lisa Tran** reports to **Jane Smith** - **Ben Carter** reports to **Lisa Tran** - **Tina Moore** reports to **Mark Evans** - **Chris Young** reports to **Jane Smith** ## NOTES FOR AI - **Lisa Tran** handles revenue and sales approvals - **Ben Carter** handles client issues and renewals - **Tina Moore** handles internal operations and SOPs - **Chris Young** handles content and campaign execution - **Escalate urgent team issues to:** Mark Evans - **Default decision-maker for sales questions:** Lisa Tran
Simple version: “If you want your AI to act like part of the team, it needs a team map.”
Expanded version: “This file teaches your AI who your people are. It’s the difference between having a chatbot and having an assistant that actually understands your organization.”