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 navigating to the Manage Workspace page from your bottom-left menu:
There are two main categories of controls that can be configured (each under their own tab):
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Settings - These are used to designate:
- Which meetings Read will join
- What is displayed in the Read Assistant
- Which reporting features, metrics, and 3rd party integrations are available to users
- The sharing and distribution settings for meeting reports and recaps
- Custom tags for report organization
- Custom vocabulary to aid transcription
- The ability to delete the workspace or migrate meetings
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Permissions - These are used to designate:
- Which user roles can add people to the Workspace
- 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.
Join Preferences
The Join Preferences settings control which meetings Read will automatically join after a user connects their calendar - these correspond directly to the Join Preferences in your users' account settings. There are two 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.
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. For Meeting Types, "internal meetings only" is the more restrictive choice.
For more details about how Join Preference work, see this article.
Assistant
The Assistant settings control various aspects of how the Read Assistant (our bot) looks when it joins your calls. While this corresponds to the Meeting Assistant account settings, there are some aspects that are only configurable by Workspace admins.
The Assistant Display options, which only apply to Zoom, let you choose whether the Read participant window will show just the Assistant's name (which you can customize), a logo (which you can upload), or the meeting metrics. The meeting metrics display will rotate through a few different metrics that are updated in real time, like the remaining time left in the meeting, the participant talk time distribution, and the overall Read meeting score.
You'll also see a drop down menu for 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.
Customize Logo is where you can upload a custom logo, which currently only works in Zoom, and will only apply if you have "Logo (Read or Custom)" selected for Assistant Display above. Note that only Workspace admins can upload a logo, and you can only have one logo for all members of your Workspace.
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 bot. 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 this article.
Recording & Playback
The Recording & Playback settings correspond to the account settings by the same name.
- Transcription controls whether Read will generate a transcript and notes for the meeting report. If disabled, you won't receive any transcript, summary, action items, or key questions (but you will receive coaching and other metrics).
- 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 it retroactively for a meeting report after it has been generated. 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 playback audio/video but not all, you should leave these settings enabled and instead modify the relevant permissions.
Reporting
The Reporting settings generally correspond to the account settings by the same name.
General
- Affective metrics controls whether meeting reports owned by your Workspace members will include the engagement, sentiment, charisma, and bias scores (as well as the overall Read score). Like the transcription and playback settings, this only applies to reports on a going-forward basis.
- 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.
- 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.
Report Sharing
The 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.
Distribution
The Distribution settings control the different ways that reports can be shared with people outside of Read's platform. While users have more fine-grained options for most of these in their account settings (letting them choose e.g. whether to send meeting recaps to just themselves or all participants 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.
- Topic summaries corresponds to the New Readouts option in the users' account settings. If disabled, users won't be able to receive updates on their Readouts over email, Slack, or Teams.
Tagging
Under Tagging you can manage your Workspace Custom Tags. Any tags you add here will be available to all members of your Workspace.
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 actually modify this from their account settings as well - there is no difference when modifying this from your Workspace settings vs your account settings.
Email Digests
These settings are deprecated and can be ignored.
Advanced (Enterprise+ Required)
This section is for advanced settings, like configuring SAML SSO, domain capture, and a data retention policy. These are only available for customers on the Enterprise+ plan, and currently require contacting the Read Support Team if you wish to enable them.
Workspace Actions
The Workspace Actions are not really settings, but are rather actions that you can take as a Workspace admin.
- If you had any meetings in your account before you joined your Workspace, you can use the Migrate Meetings 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 as well.
- Workspace owners also have the option to Delete Workspace; this operation cannot be undone, so use 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 playback 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 this article for more details.
Aggregate Metrics & Trends
- Workspace Trends lets you decide who can view aggregate metrics and trends
- Team Trends lets you do the same for team-level metrics and trends
Advanced Permissions
- Manage Members lets you configure which roles can invite users to a Workspace. This can either be either admins only, or admins and managers. Note that only admins are able to remove users (although users can also leave on their own).
- 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 this article for more details.