This is part 2 of the Read free trial guide. It covers step 4: choosing how your Workspace is set up. Pick the configuration that fits your team.
This trial guide has 3 parts:
- Read free trial guide, part 1: Get ready and create your Workspace
- Read free trial guide, part 2: Choose your Workspace settings (you are here)
- Read free trial guide, part 3: Add your team and start using Read
4. Configure workspace settings and permissions
As the workspace owner, you decide how Read is configured for your organization: auto-join preferences, which integrations are allowed, user access, and a range of other settings. You can change the configuration at any time. For a full list of options, see What are all of the settings and permissions available with Workspaces?
- If you want to go slowly until admins and users are comfortable with the features, we recommend a conservative configuration. Read has to be added to meetings manually, no reports are shared automatically, and access is limited.
- If you're ready to use Read widely across your team, we recommend a collaborative configuration. Read joins meetings and shares reports automatically, breaking down silos by sharing knowledge across teams. This works well if you have an open environment or have used similar tools before.
- You can also meet in the middle with an intermediate configuration. Some things are automated, but you can still start slowly.
Zoom meetings: Read can only join a Zoom meeting if you've connected your Zoom account to Read and you're in the meeting, signed in to that same Zoom account. Ask everyone in your trial who uses Zoom to connect it from Integrations > Zoom. See Upcoming Changes to Zoom Meetings.
Conservative configuration
Start on the Settings tab of your Workspace Settings.
Meeting Auto-Join Preferences
- Select Users manually select the meetings Read joins. Read won't try to join meetings automatically, so you'll need to manually add Read to the meetings you want it in.
- Select Join internal meetings only. This setting won't have much effect, because automatic joining is turned off above.
- Turn off Auto-Join Unscheduled Meetings for the workspace.
Reports & Sharing
- Turn off Downloads. Users won't be able to download report content.
- Under Auto-Report Sharing:
- Select No access for both Internal Participant Access and External Participant Access. No one other than the report owner gets automatic access to reports; the owner has to share them manually.
- Select Do not allow users to update this preference from the drop-down for both Internal and External Participant Access.
- Turn off Allow public link access. This improves privacy and security by preventing unintended viewers from opening a report through a shared link.
- Turn off Domain Discovery and select Do not allow users to update this preference from the drop-down. Workspace members won't be easy to find within your domain when sharing reports. For example, when you type a name to share a report, users won't appear in autocomplete or as sharing suggestions.
- Under Distribution, turn off all options, and make sure Do not allow users to update this preference is selected in the drop-down under Live Meeting Dashboard Link. Meeting reports won't be shared automatically; you can share them manually as needed.
Integrations
- Turn off all integrations except the ones you want workspace users to be able to connect to Read. To start as conservatively as possible, turn off everything except the calendar integrations (Google Calendar, Outlook Calendar, and Zoom Calendar). Workspace integration settings don't connect any integrations for users; they only control which integrations users are allowed to connect.
Permissions tab
The Meeting Report Access and Aggregate Metrics & Trends permissions matter once you start using Teams in your workspace, so you can skip them for now.
Under Advanced Permissions, you'll find Global Report Access. This lets workspace owners and admins view any meeting report owned by users in the workspace. To protect user privacy, Read recommends only enabling this if absolutely necessary.
Done!
Your Read workspace is configured. Next, you can invite others in your organization (see Step 6 (part 3 of this guide)). As users get more comfortable with Read, you can loosen these settings so they can take fuller advantage of Read's capabilities.
Note: These are workspace settings. Each workspace member (including you) also has individual account settings they can personalize. This configuration is fairly restrictive, so there won't be much to change there. To open your own settings, click your name in the bottom-left corner of the screen and select Account Settings.
Intermediate configuration
Start on the Settings tab of your Workspace Settings.
Meeting Auto-Join Preferences
- For Meeting Role, select Allow Read to join calendar invites when user is the host.
- For Meeting Types, select Allow Read to join internal meetings only.
- Turn off Auto-Join Unscheduled Meetings for the workspace.
Reports & Sharing
- Under Auto-Report Sharing:
- For Internal Participant Access, select Viewer access and Set default, allow users to update this preference. People in your organization who receive a report can see it but not edit it, unless the report owner gives them more access.
- For External Participant Access, select Viewer access or No access, and select Do not allow users to update this preference from the drop-down.
- Turn on Allow public link access and select Workspace members. Anyone in your workspace can open a report if the link is shared with them.
- Turn on Domain Discovery and select Do not allow users to update this preference. Workspace members will be easy to find within your domain when sharing reports. For example, when you type a name to share a report, users will appear in autocomplete or as sharing suggestions.
- Under Distribution:
- Turn on Meeting Recaps only. Reports are shared automatically with meeting participants based on the access you chose above.
- Turn on Live Meeting Dashboard Link and select Set default, allow users to update this preference. Users can share a link to the live meeting dashboard in the meeting chat, and can turn this off if they prefer.
Integrations
Turn off all integrations except the ones you want workspace users to be able to connect to Read. Workspace integration settings don't connect any integrations for users; they only control which integrations users are allowed to connect.
- Turn on the calendar integrations. This lets Read know which meetings to join.
- Turn on your preferred email provider under Productivity. This lets Read create topic summaries of your inbox to surface important conversations.
- Turn on the Collaboration and CRM integrations your organization uses. These let you automatically push action items and reports to those platforms, so Read can help you wherever you already work.
- Turn on your preferred messaging integration so Read can share meeting reports there instead of (or as well as) by email.
Permissions tab
The Meeting Report Access and Aggregate Metrics & Trends permissions matter once you start using Teams in your workspace, so you can skip them for now.
Under Advanced Permissions, you'll find Global Report Access. This lets workspace owners and admins view any meeting report owned by users in the workspace. To protect user privacy, Read recommends only enabling this if absolutely necessary.
Done!
Your Read workspace is configured. Next, you can invite others in your organization (see Step 6 (part 3 of this guide)). As users get more comfortable with Read, you can loosen these settings so they can take fuller advantage of Read's capabilities.
Note: These are workspace settings. Each workspace member (including you) also has individual account settings they can personalize. With this configuration, users can change any setting where you selected Set default, allow users to update this preference. To open your own settings, click your name in the bottom-left corner of the screen and select Account Settings.
Collaborative configuration
Start on the Settings tab of your Workspace Settings.
Meeting Auto-Join Preferences
- For Meeting Role, select Allow Read to join all calendar invites.
- For Meeting Types, select Allow Read to join all meetings types.
- Leave Auto-Join Unscheduled Meetings turned on for the workspace.
Reports & Sharing
- Under Auto-Report Sharing:
- For Internal Participant Access, select Editor access and Set default, allow users to update this preference. People in your organization who receive a report can edit it, and report owners can lower the access level as needed.
- For External Participant Access, select Viewer access and Set default, allow users to update this preference. People outside your organization who receive a report can see it but not edit it, unless the report owner gives them more access.
- Turn on Allow public link access and select Workspace members. Alternatively, selecting Anyone with the link means users can share the report link with anyone, and the recipient won't need a Read account. This can be useful when sharing reports with new clients or partners, but keep in mind that with this setting Read has no way of knowing exactly who has access to the report.
- Turn on Domain Discovery and select Set default, allow users to update this preference from the drop-down. Workspace members will be easy to find within your domain when sharing reports, but can choose to change that. For example, when you type a name to share a report, users will appear in autocomplete or as sharing suggestions.
- Under Distribution:
- Turn everything on. Reports are shared automatically with meeting participants based on the access you chose above.
- Make sure Set default, allow users to update this preference is selected in the drop-down under Live Meeting Dashboard Link, so users can turn it off if they want to.
Integrations
Turn on all the integrations you want workspace users to be able to connect to Read. Workspace integration settings don't connect any integrations for users; they only control which integrations users are allowed to connect.
- Turn on the calendar integrations. This lets Read know which meetings to join.
- Turn on your preferred email provider under Productivity. This lets Read create topic summaries of your inbox to surface important conversations.
- Turn on the Notetaking, Collaboration, and CRM integrations your organization uses. These let you automatically push action items and reports to those platforms, so Read can help you wherever you already work.
- Turn on your preferred messaging integration so Read can share meeting reports there instead of (or as well as) by email.
- If your company uses a platform that Read doesn't integrate with yet, let us know! In the meantime, you can turn on Webhooks and Zapier so users can create their own automations.
Permissions tab
The Meeting Report Access and Aggregate Metrics & Trends permissions matter once you start using Teams in your workspace, so you can skip them for now.
Under Advanced Permissions, you'll find Global Report Access. This lets workspace owners and admins view any meeting report owned by users in the workspace. To protect user privacy, Read recommends only enabling this if necessary.
Done!
Your Read workspace is configured so your company can take fuller advantage of Read's capabilities!
Note: These are workspace settings. Each workspace member (including you) also has individual account settings, which are governed by the workspace configuration. To open your own settings, click your name in the bottom-left corner of the screen and select Account Settings. Each user you invite will have similar settings, which they can personalize depending on how you configured the workspace.
Next: Read free trial guide, part 3: Add your team and start using Read
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