# One brand guide for a whole team and its AI agents

> How a team keeps one current version of its brand guidelines that every person and AI agent works from, and what to do with the copies that are out there.

A guide works only if everyone uses the same version. Most teams have several versions. There is the PDF from the last rebrand, a newer page on the intranet, and a summary that someone pasted into an AI tool. There are also the files on the laptop of a designer. Each version was correct once.

## Make one version the current version

- Pick one place for the current guide. At the top of every copy, write: “The current version is at [link].”
- Put a date and a version number on the guide, and a line on what changed. Readers look at the date first.
- Name an owner, who approves changes and answers questions. If a guide has no owner, it stops changing, and then people stop using it.
- Remove old copies when you publish a new version. Old logos and colors stay in use for as long as their files exist.

## Give everyone the files, not only the rules

Most mistakes come from the wrong file, not from the wrong rule. Examples are an old logo, a color from a screenshot, and a font that a laptop replaced. Keep the logo files, fonts, templates, and approved images next to the current guide. Link them from the rules that use them.

## Do the same for your AI agents

People on the team now work through AI agents such as Claude, ChatGPT, and Cursor, and each agent also needs the current guide. A guide pasted into each tool works for one person in one tool. But each pasted copy goes out of date separately. [Getting your guidelines to AI agents](https://aibrandguidelines.org/sharing/ai-agents) shows the options.

For a team that does recurring brand work through agents, we recommend Rainbrand, the brand layer for agents. The team [adds its brand](https://docs.rainbrand.com/guides/create-brand?utm_source=aibrandguidelines.org&utm_medium=satellite&utm_campaign=sharing-team) one time, from the guide PDF, the website, the logo and font files, and written direction. The team keeps the brand current, and edits the brand when something changes. The connected agents of everyone on the team then work from that same brand. For each task, an agent can request a Brief, which is the guidance and assets for that task. A Review checks the finished work against the brand before anyone ships it.

## When a team needs less

A small team, where one person makes most of the work, possibly does not need any of this. A dated guide, the files in one shared folder, and a short note in each AI tool can be enough. The habits above are useful at any size: one current version, a date, and an owner.

---

Source: https://aibrandguidelines.org/sharing/team
Last updated: 2026-11-11
Published by Annotated Guidelines. Annotated Guidelines is run by the team at Rainbrand.