Set Up a Shared Training Library for Your Team

A shared training library in Scholarly is your team's Library: every source document and every finished piece of training that anyone shares with the team, in one place every member opens. To set one up, create a Scholarly Teams workspace, add your SOPs, policies, handbooks, and recordings, share them (or a folder, or a team-owned project) with the team, choose seats and a team plan, then invite people as Members or Admins. Every member can turn the shared sources into their own training videos, SOPs, quizzes, slide decks, and podcasts. Owners and Admins see adoption in Activity, and the whole team is on one Stripe bill: Premium for Teams at $35 per seat per month or $336 per seat per year, or Laureate for Teams at $110 per seat per month or $1,056 per seat per year, self-serve for 1 to 29 seats.

It is a shared workspace, not a learning management system. There is no course catalogue, enrollment, due dates, or completion certificates. See Scholarly Teams vs an LMS.

What the library holds

• Sources and finished work together, newest first. The policy PDF sits next to the training video built from it.
• Who shared it and when on every row, so nobody wonders whether a file is the approved version or someone's test.
• Type filters with live counts: All, Sources, Documents, Podcasts, Meeting notes, Research, Chats, Folders & projects.
• Search across titles and the name of the person who shared.
• View counts on items people have opened.

Shared work also appears in every member's own All Content with a Team badge, so people find it where they already look.

Set it up, step by step

1. Create the workspace

Choose Set up a team, name it, and say what the team does (for example onboarding and training, or documentation and SOPs). Before you buy a team plan, the workspace is one seat, yours, on your own personal plan.

2. Add your first source

Add one file, link, or library item during setup. Scholarly creates a team-owned project, shares the source with the team, and drafts a first artifact matched to the job you named, such as an SOP for onboarding and documentation. It keeps building in the background while you carry on.

3. Fill the library before you invite anyone

Upload the material people actually reach for: the handbook, the SOPs, the policy PDFs, recorded walkthroughs, the product deck. Then share it:

• Open an item or folder, open Share, and under Who can open it choose Everyone at your team's name, or
• Go to Team → Library → Add to library.

Ownership stays with the person who shared an item. They can make it private again at any time, and team access ends immediately.

Organise by recurring job, not by person. One folder or team project per job, such as Onboarding, Safety, Product, Policies, and Customer calls, works better than one per teammate. Invite emails name the most recently shared items, so a full library makes the invitation say what people are joining.

4. Use team-owned projects for anything that must outlive its author

A team-owned project keeps the sources, the training made from them, and the instructions for one job together. Every active member opens it without a separate invite, everything each member adds stays in it, and it stays with the team if the person who built it leaves. Project chats and project memories stay private to each person.

Owners and Admins can create team projects directly. The person who created a personal project, or an Owner or Admin, can transfer it to the team.

5. Make the first training artifacts

From the shared sources, create what new people will use first: an SOP, a narrated training video, a quiz or exam, a slide deck. Share each one with the team or file it in the team project.

To keep the output consistent, an Owner or Admin can publish a shared AI profile (house instructions, preferred model, and visual identity) from Team → AI profiles. Every member can apply it in any create window.

6. Choose seats and a plan

Pick Premium for Teams or Laureate for Teams, monthly or yearly (yearly saves 20%), and the number of seats. The seat count has to cover active members plus pending invitations. Checkout runs through Stripe and upgrades the same workspace in place: same content, same projects.

7. Invite people

In People → Invite teammates, paste up to 100 email addresses at once and choose Member or Admin. Or create a join link and post it in your chat tool; anyone who opens it joins as a Member, up to your seat count. Details are below.

8. Watch adoption for the first month

Open Team → Overview → Activity. If activity sits with one or two people after two weeks, the usual cause is a thin library, not a lack of interest. See Rolling Scholarly Out to Your Team.

Owner, Admin, and Member permissions

The Owner is the person who created the workspace. The Owner role cannot be changed or removed from the People page, and nobody can change their own role or remove themselves; Admins and Members use Leave team instead. Activity, model policy, and shared AI profiles require a paid team plan.

Inviting people

• By email: up to 100 addresses at once, each as Member or Admin. Scholarly warns you before you invite more people than you have open seats, and skips anyone who is already a member, already invited, or already on another team.
• Invitations expire after 14 days and hold a seat until they are accepted, revoked, or expire. Revoking a stale invitation is often faster than buying a seat.
• Join link: adds anyone who opens it as a Member, up to your seat count. Treat it like a password. Rotate invalidates the old link; Disable turns it off.
• Requests to join: someone who lands on a private team item can ask for access. It appears under People → Requests to join, and approving it sends a real invitation that needs an open seat.
• One team per account: an account can be an active member of only one team at a time.
• Before checkout: invites you add during setup wait and are sent once you choose seats and complete checkout.

Removing a member frees their seat immediately. Their personal creations stay in their own account; anything in a team-owned project stays with the team.

Activity reporting, as it really works

Team → Overview → Activity is visible to Owners and Admins on a paid team plan. It covers the last 30 days by default, or the last 7, grouped by UTC day:

• Created: completed creations broken down by type (video explainers, podcasts, slides, documents, SOPs and other documents, flashcards, quizzes, research, and more).
• Active members, AI generations, chat messages, and study sessions.
• Activity over time, and a per-member table with each person's counts and last activity.
• An AI Creation Credits card that marks members At limit or Near limit, with Add credits on their row.

Reporting shows counts, never content titles or prompts. Library items carry a view count, which is the quickest signal of whether shared training is being opened.

What it does not show: which person watched which video, how far they got, quiz pass or fail for a specific person, or a completion record. If you need attestations or completion evidence, keep those in your LMS.

One bill for every seat

• One Stripe subscription for the workspace, priced per seat. Owners and Admins manage seats, payment details, renewal, and invoices from Team → Billing → Manage billing.
• No shared wallet. Each seat has its own weekly allowance, resetting every Monday at 00:00 UTC, so one heavy user never drains the team.
• When someone runs out mid-week, an Owner or Admin buys that member a one-time pack (10, 35, 120, 500, or 2,200 credits) on the team bill from Team → Overview or Team → Billing. Pack credits go to that member and never expire.
• Self-serve from 1 to 29 seats. For more, a multi-department rollout, or invoicing and purchase orders, contact us from the Teams page.

Facts at a glance

• What it is: a shared workspace with one source library, team-owned projects, three roles, activity reporting, and one bill.
• Roles: Owner (full control, one per workspace), Admin (people, invitations, model policy, profiles, billing, Activity; can manage Members but not other Admins), Member (uses the library and the team plan).
• Invites: up to 100 emails at once; invitations expire after 14 days; join links add Members.
• Reporting: Owners and Admins; 30 or 7 days; counts by type and per member; no titles or prompts; no per-person completion.
• Pricing: Premium for Teams $35 per seat per month or $336 per seat per year; Laureate for Teams $110 per seat per month or $1,056 per seat per year; 1 to 29 seats self-serve.
• Integrations: Google Drive files as sources and Google Docs and Slides as export targets; read-only Dropbox and Notion in Chat.
• Not included: enrollment, due dates, completion certificates, SCORM, a shared credit pool.

Frequently asked questions

Do we need an LMS to use this?

No. Many teams share training through the Library and links alone. If you already run an LMS, keep it for enrollment and completion, and use Scholarly to produce what goes into it.

Can a Member delete something another person shared?

No. Ownership stays with the person who shared an item. Removing a member ends their access to the library; what they personally made stays in their own account.

Can an Admin remove the Owner or another Admin?

No. Admins manage Members. Only the Owner can change or remove an Admin, and the Owner role itself cannot be changed or removed from the People page.

Can Members see the Activity report or billing?

No. Activity and Billing are for Owners and Admins. Members see their own limits in Settings → Usage.

Can I bring documents in from Google Drive?

Yes. Connect Google Drive and pick files through Google's picker; they become sources for Chat, Deep Research, and create windows. Dropbox and Notion connect read-only for Chat.

What happens when someone leaves the company?

Remove them from People. Their seat frees immediately. Anything in a team-owned project stays with the team, which is why recurring training belongs in team projects.

Is there a free trial for Teams?

No. Before checkout the workspace is just your seat on your own plan. Upgrade your team plan to add seats, invite teammates, and unlock Activity, model policy, and shared profiles.

Related

• Turn an SOP or Compliance Manual into a Narrated Training Video: the most common first artifact for a training library.
• Scholarly Teams vs an LMS: when you need which.
• Your Team Library and Team Projects: the Library and project transfers in full.
• Managing Your Team: seats, roles, model policy, and billing.
• Data, Privacy, and Model Controls in Teams: what a security review will ask.
• Scholarly Teams: plans, pricing, and what each seat includes.