A Read account can belong to only one Workspace at a time. If your organization is moving from one Workspace to another, the process has three parts:

1. The owner of the old Workspace must delete the old Workspace.
2. An admin of the new Workspace invites the users.
3. Each user accepts the invite and migrates their past meetings into the new Workspace.

Migrating data over

What carries over? 

• Each user's Read account and the meeting reports they personally own
  • Once a user migrates their data, those reports belong to the new Workspace, count toward its metrics, and can be accessed by admins through features like Global Report Access.

What doesn't carry over?

• Everything related to the old Workspace.This includes teams, settings, and permissions
  • Report ownership will never change during migration

Things to note:

• The Workspace owner is the only user who can delete a Workspace. This action cannot be undone.
• Deleting a Workspace will not delete any Read accounts. The members will move to the Free plan until they join a new Workspace.
• Migrate Data is done by each user from their own account. Admins cannot do it on a member's behalf.

1. Deleting the Workspace

Complete these steps before anyone is invited to the new Workspace. Admins who are not the owner will see Leave Workspace instead of Delete Workspace.

Before you delete (recommended)

• Let members know when the switch will happen and that they'll need to accept a new invite and migrate their meetings.
• Note anything configured at the Workspace level (teams, settings, integrations such as Salesforce or HubSpot, custom vocabulary, SSO). None of it carries over, so the new Workspace admin will need to set up what they need.
• For anyone who has left your organization, deactivate them and transfer their reports to a remaining member. Otherwise, those reports stay with an account no one is using.
• If an admin uses Global Report Access to view other people's reports, save anything you need now. That access ends when the Workspace is deleted.
• Make sure the person deleting the Workspace is the owner. If not, use Transfer Ownership first.

Delete the Workspace

1. Click your name in the bottom-left menu, then select Workspace Settings.

2. Open the Settings tab and expand Workspace Actions at the bottom of the page.
3. Click Workspace Actions > Delete Workspace and confirm.
4. Members remain as individual accounts and keep the reports they own. They can now accept an invite to the new Workspace.

2. Inviting users to the new Workspace

Invite users only after the old Workspace has been deleted. An invite to someone who still belongs to another Workspace can't be accepted.

1. Make sure you have one unused license for each user you're inviting (see Plan & Billing).
2. Go to Workspace Settings > People and click Add People.
3. Enter each user's email address (the same email as their existing Read account), optionally choose a team and role, then click Send Invites.

4. If someone can't find their invite email, click the three-dot menu next to their name to resend the invitation or copy the invite link.

Users on your company's email domain can also request to join your Workspace, and Enterprise+ Workspaces can use domain capture, SCIM, or SAML. However users join, they still need to migrate their data (Part 3 or Part 4).

3.  Accept and Migrate

Use your existing Read account. Don't create a new one.

1. Open the email from Read Support (support@e.read.ai) titled "You have been invited to join a Read Workspace" and click Join the Workspace. Open it from the email address that was invited; don't forward it to another account.

2. Sign in using the same method you already use for Read (Google, Microsoft, SSO, or email). Signing in with a different email creates a separate account that won't be in the Workspace.
3. If you're already signed in to Read, you can instead click Review Invitation in the banner at the top of the app.

4. On the Join Workspace screen, click Accept.

5. When you're asked whether to migrate your past meetings into the Workspace, accept. This is the step that brings your data into the new Workspace.

6. Reconnect any integrations you use (calendar, Zoom, Google Meet, Slack, CRM, etc.). Integrations from the old Workspace don't carry over, and the new Workspace may allow different ones.

    

4. Manually migrate your data manually

If you closed or declined the migration prompt, you can migrate at any time after joining the Workspace:

1. Click your name in the bottom-left menu, then select Workspace Settings.
2. Open the Settings tab and expand Workspace Actions.
3. Click Migrate Data and confirm.

Migrate Data only moves meetings that you own. Meetings owned by someone else stay with that person; ask them to share or migrate those reports.

How to check that everything worked

• The user shows as an active member under Workspace Settings > People in the new Workspace.
• The user's older meetings still appear under Meeting Reports > My meetings.
• Older meetings are included in the new Workspace's trends and metrics.

• Read joins the user's next meeting using the new Workspace's settings.

   

Troubleshooting

Still need help? Contact Read Support

Related Articles

• What are all of the settings and permissions available with Workspaces?
• How do I add people to my Workspace?
• How do I offboard someone from my Read workspace?
• How do I start Workspace onboarding? (End-to-end guide)
• Workspace Join Requests