How to Create Access Badges for Your AI Agent

Managing access to data is critical when working with AI Agents, and that’s where access badges come in. They help you control what data your AI Agents can access, ensuring security and compliance across your organization.

With Formata, you can easily create, assign, and manage access badges—whether you’re granting access to HR tools, customer databases, sales data, or other business-critical information. In this guide, we’ll walk you through what access badges are, why they matter, and how to set them up in just a few steps.

What Are Access Badges?

Think of an access badge like an employee keycard—it determines what doors they can unlock. Similarly, in Formata, an access badge determines what data and tools an AI Agent can interact with.

Why Are Access Badges Important?

🔒 Enhanced Security – Keep sensitive information protected by restricting access to only those who need it.

📊 Better Control – Manage who (or which AI Agents) can access certain datasets, ensuring compliance with company policies.

📁 Seamless Access Management – Easily update permissions, revoke access, or assign new badges as your business needs change.

Real-World Use Cases for Access Badges

Wondering how access badges apply to your workflow? Here are some practical examples:

✅ Sales Teams (SDRs & Account Executives)
Sales teams often need access to data like revenue targets, CRM information, product details, and analytics. With access badges, they can get instant insights without having to request information from multiple departments.

✅ Public Relations (PR) Teams
PR teams rely on real-time data, such as company reports and industry statistics, to craft accurate press releases. With the right access badge, they can securely pull up-to-date information without delays.

✅ Education (Schools & Universities)
Schools can use AI Agents to provide parents, students, and staff with access to information about course material, testing requirements, attendance records, and more—ensuring a smooth and efficient flow of information.

✅ Consultants & External Vendors
Need to grant temporary access to an accounting firm or legal team? With badges, you can provide access to specific financial records or compliance documents—without exposing unnecessary data.

✅ Customer Support AI Agents
Support agents can be given access to relevant customer data, allowing them to provide personalized assistance while maintaining privacy and security.

How to Create Access Badges in Formata

Setting up access badges in Formata is simple and customizable. Follow these steps:

Step 1: Choose the Tools for Your Badge

Each access badge controls what tools your AI Agent can use. Before creating a badge, decide which tools you want to include. (See our guide on how to create tools for more details.)

Step 2: Customize Your Badge

Now, personalize your badge to fit your needs:

 ✅ Give it a name (e.g., "Sales Team Data Access")
✅ Write a description for clarity
✅ Pick a color for easy identification
✅ Select the tools the badge should include
✅ Assign the badge to specific AI Agents

Step 3: Assign the Badge to Your AI Agent

You can assign badges in multiple ways:

• From the agent’s chat page
  
  
• During the agent setup process
  
  
• Via the badge settings page
  

Step 4: Manage or Remove Badges

Access needs change over time, and Formata makes it easy to adjust badge settings:

🛠 Edit a badge from the Badge Settings page (change name, description, tools, or assigned agents).
🚫 Remove a badge from an agent via the Agent Settings or Badge Settings page.

Final Thoughts

Access badges are a powerful way to securely manage data access for AI Agents in Formata. By using them effectively, you can ensure that your AI Agents have the right information at the right time—without compromising security.

Need help setting up your access badges? Reach out to us at info@formata.io or via our contact form.