Hi Ravi, it sounds like you have quite a few questions, and a coaching session would likely be the most helpful way to go through everything in detail. Please email [email protected] and ask about setting one up.
These EAs can be used in many different ways, but the way the app is designed, the most common approach is to trade them for a relatively short period and then regularly replace them with new ones. Because of that, bots that are no longer active or relevant may no longer appear in the portal.
Also, the EAs do not communicate with each other. When compiling a portfolio, a simple and effective method is to add together the drawdowns of each EA and make sure the total does not exceed the maximum drawdown allowed on your prop firm account (with some buffer, of course). This is especially important when running multiple bots on the same account, as in your case.
Hope that helps clarify things, and support will be happy to guide you further.