With Workspaces, admins can configure various settings and permissions to control how Read works for users across your organization. As an admin, you can find these settings and permissions by opening the Workspace Settings page from the menu in the bottom left:
There are two main categories of controls that can be configured (each under its own tab):
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Settings - These are used to designate:
- Which sign-in methods are available to users in your Workspace
- Which meetings Read will join, and whether external invitees get advance notice of recording
- Whether users can record using the mobile and/or desktop apps
- What is displayed in the Read Assistant
- Which reporting features, metrics, and third-party integrations are available to users
- The sharing and distribution settings for meeting reports and recaps
- Whether or not Read's AI Executive Assistant (Ada) is available for your Workspace
- Custom vocabulary to aid transcription
- The Ask Read experience for your users
- Workspace actions, such as allowing join requests, migrating meetings, or deleting the Workspace
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Permissions - These are used to designate:
- Which user roles can add or remove Workspace licenses
- Which user roles can add people to the Workspace
- Which user roles can delete meeting reports
- Which user roles are allowed to automatically access reports from their team members
- Which user roles can see transcripts and audio/video playback (if available)
- Which user roles can access aggregate metrics and trends for their team and/or Workspace
- Whether managers can edit these settings for their teams
Settings
In general, settings are things that apply to all users in the Workspace, regardless of their team or role. Many Workspace settings are direct counterparts to a user-level setting, meaning admins can control what default settings are in place and what options are available to users in their own Account Settings.
- Sign-In Methods
- Meeting Auto-Join Preferences
- App Recording
- Read Assistant
- Meeting Insights
- Reports & Sharing
- Integrations
- AI Executive Assistant
- Custom Vocabulary
- Ask Read
- Advanced (Enterprise+ Plan Required)
- Workspace Actions
Sign-In Methods
The Sign-In Methods settings control which sign-in methods your Workspace members are allowed to use to access their Read AI accounts. To the right of each sign-in method, you'll see how many Workspace members are using it (note that users can have more than one sign-in method if allowed by your Workspace).
If you do not want users to use a particular sign-in method, you can disable it by toggling it off. If you disable a sign-in method that is in use by any Workspace users, they will receive an email notification prompting them to use a different method to access their Read accounts.
Meeting Auto-Join Preferences
The Meeting Auto-Join Preferences settings control which meetings Read will automatically join after a user connects their calendar. These correspond directly to the Auto-Join Preferences in your users' Account Settings > Meeting Recording. There are three join settings:
- Meeting Role: Read can either join all meetings, only meetings where the user is the host, or only meetings the user selects manually from their calendar page.
- Meeting Types: Read can either join internal meetings only, or both internal and external meetings.
- Auto-Join Unscheduled Meetings: Read can either join or not join ad hoc (unscheduled) meetings for Google Meet and Zoom automatically once a user starts a meeting in either of those platforms.
In users' Meeting Recording settings, the matching options appear under Which Calendar Events (All calendar events / Calendar events I'm hosting) and Who's Invited (Any participants / Internal participants only).
Whatever you pick here will limit which options are available to users in your Workspace: they can only pick your selected option, or any more restrictive option. This means that if you select "all calendar invites" for Meeting Role, which is the least restrictive choice, users can pick this option or either of the other two. However, if you pick the "Users manually select the meetings" option, which is the most restrictive, users will only be able to use this option themselves.
If you've set up Workspace teams, you can set different join settings per team. Click the team, then Configure Team in the top right. There, you'll see a Meeting Auto-Join Preferences drop-down that lets you adjust the default join settings for that team.
For more details about how join preferences work, see What meetings does Read join when I connect my calendar?
Advance Notice and Opt-Out
This section also contains the Advance Notice and Opt-Out toggle. When it's on, anyone outside your Workspace who is invited to a meeting that a Workspace member plans to record with Read AI gets an email notice ahead of time, with an option to opt out. If an invitee opts out, Read AI won't record the meeting for anyone. Only Workspace owners and admins can change this setting, and it applies to every member of your Workspace. For full details, see Advance Notice and Opt Out of Meeting Recording.
App Recording
The App Recording settings control whether users in your Workspace can record using the Read AI mobile and desktop apps. Note that if you disable these settings, users will not be able to start any new recordings, but they will still be able to access historical meeting reports that were recorded using either of these methods.
Read Assistant
The Read Assistant setting controls the name of the Read Assistant (our meeting bot) when it joins calls. This corresponds to the Assistant Name drop-down under Assistant Appearance in your users' Account Settings > Meeting Recording.
You'll also see a drop-down menu with either "Set default, allow users to update this preference" or "Do not allow users to update this preference". This appears throughout the Workspace settings and does what it sounds like: by picking the latter, you will force all members of your Workspace to use the same option for the associated setting. Otherwise, your option will be the default for new users joining your Workspace, but they can change it if they want.
Assistant Name is where you can specify the default name (or force a certain name if you pick the "Do not allow users to update" option) for the Read Assistant. You can choose from one of the predefined options, or type in a custom name. Note that if you allow users to update this preference, they can also specify their own custom name from their account settings.
For more details about Assistant customization, see How can I customize the Read Assistant name that shows during meetings?
Meeting Insights
The Meeting Insights settings allow you to customize various aspects of the meeting report. For example, Audio and Video Playback controls whether Read will store the video with the report and make it available for playback.
One important note is that these settings only apply on a going-forward basis, meaning you can't change them retroactively for a meeting report after it has been generated. For example, if audio and video playback is disabled, Read will actually delete the underlying recording automatically after the report is generated, so use this with caution.
If you want to allow some users (i.e. admins and/or managers) to view transcripts or play back audio/video but not all, you should leave these settings enabled and instead modify the relevant permissions.
Individual users can disable the transcript in their own settings with the Transcription toggle at Account Settings > Report Content, if your Workspace allows them to update this preference.
NOTE: Disabling Affective Metrics will result in less accurate speaker change detection for all meetings. Read will also not be able to break out different speakers in the transcript for meetings where multiple people joined from a conference room, or for mobile recordings.
Reports & Sharing
The Reports & Sharing settings generally correspond to your users' Account Settings > Report Sharing.
General
Downloads determines whether users in your Workspace are able to download meeting artifacts (summary, transcript, and videos if available). Note that this does not prevent downloading by users who are outside of your Workspace but have access to your Workspace members' reports.
Auto-Report Sharing
The Auto-Report Sharing settings control who (out of those invited to the meeting) will automatically be given access to view or edit meeting reports on Read's website. Note a couple of important caveats:
- These settings (like virtually all Workspace settings) only apply to reports owned by users in your Workspace.
- Regardless of your choices here, unless the owner makes their report private in advance of the meeting, other participants can always add Read to the meeting and will get editor access to the shared report if they do.
- Users who add Read to the meeting can also choose to manually share the report with others, who may not have been invited to the meeting.
You can choose different settings for internal and external participants, which is determined based on the domain of the email address, relative to the meeting report owner. Users with a generic/personal email address (e.g. @gmail.com) will consider everyone to be external.
The Link Access settings control the default level of link access for reports owned by your Workspace, as well as whether or not you will allow Workspace members to turn on public link access on a report-by-report basis.
- You can choose the default link access for reports owned by your Workspace:
- No link access means that no one will be able to access the report just by going to the report URL, unless the report has already been explicitly shared with them.
- Workspace members means that Workspace members can access reports by going to the URL, even if the report has not been explicitly shared with them.
- Anyone with the link means that anyone will be able to access the report if they have the URL, even if the report has not been explicitly shared with them.
- Allow public link access lets you choose whether users in the Workspace can select a report sharing setting that makes a particular report accessible to anyone on the internet with the report link (no Read account required). To read more about how this works, see How can I manage access to an existing report?
- Domain Discovery lets you choose whether Workspace members can make themselves discoverable by others within their domain when they go to share a report.
Distribution
The Distribution settings control the different ways that reports can be shared with people outside of Read's platform. Users have more fine-grained options for most of these in their Account Settings > Report Sharing (under Report Distribution > Meeting Reports and Meeting Pre-Reads, letting them choose, for example, whether to send to Only me or People with access, and whether they're sent over Email, Slack, and/or Teams). The Workspace settings are more high-level.
- If Meeting Recaps is enabled, users can choose if and how they want to send meeting recaps for their reports. If disabled, users cannot send meeting recaps for their reports.
- Meeting Pre-Reads works the same way as recaps. Users set up Pre-Reads under Report Distribution > Meeting Pre-Reads in their Account Settings > Report Sharing, and depending on your Distribution settings, the option may not appear for them. Pre-Reads can only be sent for recurring calendar events.
- Topic summaries controls Readouts updates. It corresponds to the Topic Readouts settings in your users' Account Settings > Notifications. If disabled, users won't be able to receive updates on their Readouts over email, Slack, or Teams. Their Topic Readouts toggle is turned off and shows Enforced by your Workspace.
- If Live Meeting Dashboard Link is enabled, users can choose whether Read sends a link to the meeting dashboard in the meeting chat (the Automatically share the Live Meeting Dashboard toggle in their Account Settings > Report Sharing), which allows meeting participants to view real-time metrics, live notes, and transcription. (Note that external meeting participants would also be able to use this link, so if you selected "No access" under External Participant Access, you will also want to toggle this setting off.)
Integrations
Integrations is where you can enable or disable any of the different integrations that Read offers. Note that enabling an integration from here doesn't activate it for any users; it simply gives them the option to set it up if they want to.
AI Executive Assistant
AI Executive Assistant is where you can enable or disable the use of Read's AI Executive Assistant, Ada, for users in your Workspace. To learn more about Ada, see Get started with Ada: Read AI's Executive Assistant.
Custom Vocabulary
The Custom Vocabulary section allows you to manage a list of words or terms that you want to make sure get transcribed properly by Read. The custom vocabulary is shared by all members of your Workspace, and all users can also modify it from their account settings. There is no difference between modifying it from your Workspace settings and from your account settings. See How to improve transcription accuracy with a custom vocabulary.
Ask Read
The Ask Read section allows you to enable or disable the use of Ask Read for your Workspace. You can also toggle Ask Read history on or off, as well as the additional LLM modes that are offered alongside Ask Read.
Advanced (Enterprise+ Required)
This section is for advanced settings, like configuring SAML SSO, domain capture, workspace audit logs, and SCIM provisioning. These are only available for customers on the Enterprise+ plan. Please view the linked articles for more information on setting up these options, and reach out to Read's Support Team if you need assistance.
Enterprise+ Workspace admins can also set up a custom data retention policy in this section. This enables automatic deletion of meeting reports and Ask Read history after the set number of days. You can even configure different retention periods for different types of data. Please note that this retention policy applies to all reports in your workspace, past and future.
Workspace Actions
The Workspace Actions are primarily actions that you can take as a Workspace admin.
- You can toggle on or off the ability for users to leave the Workspace or delete their accounts. If off, only admins can remove users from the Workspace.
- Allow workspace join requests lets people signing up for Read AI with an email on your organization's domain find your Workspace and request to join it. Admins can then approve or decline each request on the Requests tab of the Manage Workspace page. See Workspace Join Requests.
- If you had any meetings in your account before you joined your Workspace, you can use the Migrate Data feature to move those meetings (that you own) into the Workspace. This means they will contribute to aggregate metrics and reporting for your Workspace. It also means that if you ever deleted your account, these reports would not be deleted, as they would still be associated with your Workspace.
- If you are the Workspace owner, then you'll have the option to Transfer Ownership of your Workspace to another user in the Workspace. While you can't undo this operation yourself, you could always ask the new owner to transfer it back to you if necessary. Workspace admins have virtually all of the same capabilities as owners, except that owners manage the billing and are the only ones who can delete the Workspace. See How do I transfer ownership of a Workspace?
- Workspace owners also have the option to Delete Workspace. This operation cannot be undone, so use it with caution. Non-owners will instead see an option to Leave Workspace.
Permissions
In general, permissions allow you to configure which features and capabilities are available to users in your Workspace based on their role within the Workspace or team.
Meeting Report Access
- Transcripts: Assuming you have reports where transcription was enabled, this permission lets you decide who within your Workspace is able to view transcripts in their meeting reports. You can make it so that only admins, only admins & managers, or everyone is able to view transcripts. You can also decide whether managers have the ability to disable this for non-manager members of their teams.
- Audio & Video Playback: Similar to the Transcripts permission, this lets you decide who in your Workspace can play back the audio/video in a meeting report (assuming that the report had audio/video enabled in the first place).
- Team Report Access: This setting controls who within a team is able to view the meeting reports from other members of their team. Note that the lowest (and default) setting is "Admin", meaning admins are always able to view reports for anyone who is in a team with them. This can be a tricky setting, so if you're considering using it, please see How can I automatically share reports with my Team? (Team Report Access) for more details.
Aggregate Metrics & Trends
- Workspace Trends lets you decide who can view aggregate metrics and trends for the Workspace.
- Team Trends lets you do the same for team-level metrics and trends.
Advanced Permissions
- Manage Licenses lets you configure which roles can add or remove Workspace licenses. This can either be the Workspace Owner only, or the Workspace Owner and Workspace Admins. (Note that regardless of your selection here, the Workspace Owner is the only person who can take other billing-related actions such as plan upgrades and cancellations.)
- Manage Members lets you configure which roles can invite users to a Workspace. This can be either admins only, or admins and managers. This setting doesn't change who can remove people: Workspace owners and admins can remove people from the Workspace, while team managers can only remove people from their own team. Users can also leave on their own, if allowed under Workspace Actions. See How do I remove people from my Workspace?
- Delete Meeting Reports lets you configure who can delete meeting reports within your Workspace (any user, or no one - deletion of data is not allowed).
- Multi-Team Permissions lets you decide how to handle the case where users belong to multiple teams that have different settings; you can choose whether to honor the least or most restrictive settings.
- Global Report Access allows you to give specific admins the ability to view all reports in the Workspace. See How do I access all reports in my workspace? (Global Report Access) for more details.