Admin guide

How Gambit sets up your Jira site, who sees what, how Rovo fits in, and what you keep if you ever uninstall.

Gambit's spaces

Gambit keeps your CRM as ordinary Jira work items in three company-managed spaces, so your customers get JQL, permissions, Automation, dashboards, the Jira mobile app, Atlassian backup and Rovo with no integration to maintain.

You choose the keys in the setup wizard. Each space gets its own work type scheme, screens and workflows, all named "Gambit …" so you can spot them in Jira's settings. Find them in Jira settings by searching for "Gambit"; Settings › Overview checks them every visit and every night.

The Gambit Archive item in RBCRM is Gambit's own record: each night Gambit attaches an archive of the data it keeps outside Jira, so Atlassian's backup covers it and it stays with you after an uninstall. Only members of rainbook-admins can open it.

Schemes and security levels

The wizard creates one permission scheme, one issue security scheme and a notification scheme for each space. Customer email lands in Activity with Gambit's silent notification scheme, so captured mail doesn't flood anyone's inbox.

Every record carries a Jira issue security level. Gambit sets and updates the level for you; you never pick one by hand unless you want to.

Gambit admins are the people in the Gambit admins group (rainbook-admins). Your Jira admins run Gambit's settings and configuration pages. Pages that show or change record content stay with members of rainbook-admins: imports, activity history, diagnostics and failed work, privacy requests, the nightly archive, Download all data and restores. Private deals and threads stay visible only to the people Jira allows: by default, the owner and members of rainbook-admins. Jira admin rights add nothing here: a Jira admin outside the record's level doesn't see it. Members of rainbook-admins can download Gambit's own data for backup; see Backup and export.

Records follow each other: a deal starts at its account's level, follow-ups and renewals follow their deal, contacts follow their accounts, and email threads and meetings follow the records they're linked to.

Settings › Overview checks your spaces, fields, screens, workflows and schemes against what Gambit expects under Configuration checks, on every visit and every night. If someone edits a Gambit scheme or removes a field in Jira, the check flags it and Repair previews the fix before applying it.

Linking requests in your other spaces

Gambit links support requests and bugs to customers in spaces outside its own. Where a space carries the Account field, the link is a normal edit to the work item. Gambit's link edits may notify watchers unless the Gambit app has Administer projects in that space. Settings › Linking › Spaces marks each space that carries the field and opens that space's permission settings, so you can grant it there. Gambit changes no permission scheme itself, because a scheme is often shared by several spaces.

Who uses Gambit

Setup asks Who uses Gambit? Choose Everyone in Jira to let everyone who can browse the CRM space use Gambit, or Limit Gambit to a group to choose its users. Jira admins run Gambit's settings; imports, activity history, privacy requests, diagnostics and backups need membership of rainbook-admins, which Setup gives the person who runs it.

Jira guests are not Gambit users unless an admin adds them to rainbook-users.

To change who uses Gambit later, open Settings › Access › Who uses Gambit and choose everyone in Jira or a group; the confirmation names who gains or loses access. On Jira Free, use Run setup again in Jira settings › Apps › Gambit.

Who sees customers, deals and email

Your whole team sees every customer email on the account and deal; mark a thread Private to keep it to you and the people Jira allows. By default, that means the owner and members of rainbook-admins.

The setup wizard asks one question, "Who should see customers, deals and their email?", and you can change the answer any time: in Jira settings › Apps › Gambit, choose Run setup again.

• Everyone in Jira (recommended). Engineers, support and product see which customers their work affects and the revenue at stake, and can open the account and its email.
• Only CRM users. Only the people who use Gambit open customers, deals and email. This choice is available only when you limit Gambit to a group: everyone else still sees customer names and revenue on their own work.

In everyone mode, Only CRM users is unavailable for the accounts-and-email audience: "Everyone in Jira uses Gambit, so customers are open to everyone. To narrow, limit Gambit to a group."

Two related rules:

• Email. "Email follows the record it's linked to (recommended)" or "Only CRM users". Threads that aren't linked to any record, and shared-mailbox threads, are visible to everyone in Gambit until someone links them.
• Private deals. Anyone who can edit a deal can make it private. There's nothing to switch on.

A change applies at once. Gambit updates who can open what straight away. Every change is recorded in activity history.

Private deals and private threads

Private deals. Choose Everyone using Gambit in the visibility menu to share a deal with Gambit users. On any deal, open Visibility and choose Private · choose people. Pick the people who should see it; the owner stays at the top. The deal header then reads "Private · 3 people", and clicking it lists them with Edit people. The deal's email, meetings, follow-ups and promises take the deal's privacy with them.

A private deal is protected by a Jira issue security level, so Jira search, the issue view, dashboards, Rovo and the Jira mobile app all show it only to the people it's shared with, its owner, members of rainbook-admins and anyone else the level includes. Jira itself enforces it, on every surface.

Totals stay honest: someone outside the deal sees the pipeline total with "Excludes 1 deal you can't open", and the people on the deal see it counted.

Leads, renewals and pack deal types (quotes and SOWs) can be made private the same way.

Private email threads. The thread's owner, any CRM user who can open it, or a Gambit admin can switch on Private on the thread in Gambit. The thread then shows a Private lozenge, Jira shows it only to its owner and the people its Private security level allows, and it stays private even when someone links it to a widely shared deal. The owner, or a Gambit admin who can open it, can make it visible again. Calendar events you mark private in Google Calendar use the same Private level in Gambit: by default, the owner and members of rainbook-admins.

Jira Free

Gambit runs on Jira Free with the whole CRM and the SaaS and Professional services packs. Jira Free has no issue security, so the sharing model is simpler:

• On Jira Free, everyone on the site sees every record; private deals and private threads need Jira Standard or above. See Jira plan limit.
• The setup wizard says so once, skips the Access step, and hides every privacy control.
• Files Gambit attaches, such as email attachments and the nightly archive, count against Jira Free's 2 GB of file storage. Settings › Privacy and data, under Masked numbers and file storage, shows how much Gambit has used and warns you at 80%. The Gambit Archive item keeps only the latest archive set on Jira Free to save space.
• Jira Free doesn't include Rovo, so the Gambit agent in Rovo isn't available there.

When you upgrade to Jira Standard, Gambit notices within a day, offers to add its permission schemes and security levels, and then gives every existing record the right level for you.

Rovo and Rovo Studio agents

Ask Rovo about your pipeline. Each person sees exactly what Jira lets them see.

• The Gambit agent in Rovo answers questions about accounts, deals and email, drafts follow-ups and updates records as the person who asked. It's on by default; switch it with Settings › AI and Rovo › Gambit agent and tools in Rovo.
• Rovo Studio agents. Agents your team builds in Rovo Studio can use Gambit's tools. Each person's agent gets the same answers the Gambit agent gives that person, and sees only the records that person can open.
• Email summaries in Rovo. Each person's own email reaches the Gambit agent in Rovo Chat and Rovo Studio agents after they agree in Settings › AI and your email. Other people's email summaries reach Rovo, for records each person can open, only when you turn on Settings › AI and Rovo › Include other people’s email summaries for AI clients; it covers the Gambit agent in Rovo Chat and Rovo Studio agents that use Gambit's tools. It is off by default.
• Changes are made as the person who asked. A change to a record they can edit applies at once, with Undo. Closing a deal, giving a record to someone else, overwriting text or clearing a field comes back with a one-click Apply. A change to a record they can't edit becomes an Approval request for the person who approves it, and with Require a second approver on, changes from Rovo and the AI become Approval requests too.

Gambit's AI runs on models hosted by Atlassian. It reads what you can see in Jira and nothing more. Your data isn't used to train models.

Gambit's own AI, capture and background jobs are included in your subscription and use neither Rovo credits nor Automation steps. The Gambit agent in Rovo, Rovo Studio agents that use Gambit's tools, and Automation rules built from Gambit's templates or actions use your Atlassian allowances: Rovo credits from 3 Dec 2026, and Automation steps from your first renewal on or after 3 Dec, shown per rule in your admin Usage tab.

Adoption

Settings › Adoption shows how your team is using Gambit: active users by day and by week, each person's last active day, and the areas they use (workspace areas, Jira panels, dashboard gadgets, Ask and drafts), with names from Jira. Use it to spot who needs a hand getting started and which features are earning their keep.

Only Gambit admins can open the page. Gambit keeps these daily usage rows for 13 months.

Activity history

Settings › Activity history lists every change Gambit and your people made: when, who, the record by name and key, the field, and the old and new values. New and removed email messages appear as "Message added" and "Message removed", never their text. Filter by record, person, field, kind of change and date, and export what you see as CSV. Each record's Timeline shows the same entries for that record.

Activity history is kept for 13 months on every edition. On Advanced you choose how long entries stay searchable: 13 months, 2, 3 or 5 years, or forever, and you can export the full history in one file. Older entries move to monthly archive files you can download; Gambit never deletes them.

Visibility changes, privacy requests and every diagnostics copy or share are history entries too.

Admin notifications

Gambit admins and Jira site admins see a bell in Gambit's header, named Admin notifications. It lists everything an admin needs to deal with, in two groups, Needs action now and Coming up: setup and configuration checks, storage, AI use near the month's limit, Mail Sync connections, privacy requests near their deadline, and your subscription. Each notification says what happened, why it matters, the one fix and when it started.

• Done marks a notification handled for every admin; Snooze hides it for you until tomorrow or for a week. Both are recorded in activity history.
• A notification clears itself when the problem is fixed, so the list only ever holds what still needs you.
• The same list heads Settings › Overview, under Needs you. When a check couldn't run, the count says so instead of coming up short.

Notifications stay in your site; Gambit sends them nowhere.

New pipeline stages

When someone adds a status to a Lead, Deal, Renewal or pack pipeline workflow in Jira, Gambit raises an admin notification and Settings › New stages asks one question: "Is this an open stage, a win, or a loss, and where does it go in the pipeline?" Until an admin answers, the stage shows on boards as an open column marked "Needs setup", and every total that leaves its deals out says so. Once answered, boards, forecasts and totals include it.

Delivery templates

When a deal is won, Gambit offers to start delivery from a delivery template: an epic in a delivery space, an epic in the space chosen when delivery starts, or a new space for each deal, with its first work items and what the deal already knows. The Delivery templates page in Gambit's admin pages lists your templates: the SaaS pack ships one and the Professional services pack two, and you can make your own.

• Edit a template's work items and where it creates them, and Make default to choose the one won deals use.
• Remove a template you don't need, or Restore a pack's template as the pack ships it.
• Only Gambit admins manage delivery templates.

How Start delivery and Propose handoff work for your team is in Deal-to-delivery.

Reporting history and forecast categories

From the day you install, Gambit records each change to a deal's amount, close date, probability, owner and forecast category, a renewal's date and an account's ARR, and keeps a daily snapshot of every open deal and renewal: daily for 35 days, then weekly and at each quarter start for 25 months. The first run also rebuilds 13 weeks of history from Jira's own change history, so the history is already there when you report on how your pipeline changed. History follows Jira's permissions: each person sees it only for records they can open.

Deals and renewals carry a Forecast category field: Commit, Best case, Pipeline or Omitted. A rep sets it as their own forecast call; left empty, it follows the stage's probability against the thresholds each pack's pipeline sets (in the SaaS and Professional services packs, 70% or more is Commit and 40% or more is Best case), and a stage left out of forecasts counts as Omitted.

Uninstall and what you keep

Uninstall and keep your CRM: deals, accounts, contacts and email stay in Jira.

Your records, captured email and attachments are Jira work items, so they stay on your site, readable and searchable in Jira, after you uninstall Gambit.

Uninstalling Gambit runs no clean-up code: Gambit deletes nothing on its way out. Atlassian keeps the removed Gambit storage for its standard recovery period, and Atlassian can relink Gambit's app data to a reinstall you request within 21 days.

Before you uninstall

1. Remove Gambit's Approval request validator. Just before you uninstall, remove the Gambit approval validator from the Approval request workflow, or Approve stays blocked. If you've already uninstalled, remove it now.
2. Keep the history you want. Export activity history from Settings › Activity history and download any archived months you want to keep. Save each import's history with Download history beside the import on Settings › Import.
3. Check the latest archive. Settings › Export and backups, under Nightly copies, shows when the last copy finished. You can also download it from the Gambit Archive item.

To reinstall later, install Gambit CRM for Jira from the Marketplace again. Within 21 days, ask Atlassian to relink your Gambit data. After that, Gambit can restore from the latest set on the Gambit Archive item and refill its fields from the values kept on your work items. See Backup and export for the archive and every way to export your data.