Convo is built so a team can share context without anyone giving up their privacy. The short version: your calls are yours, and you share by folder, one deliberate choice at a time.
How access works
Private by default
Every call you record belongs to you. Nothing you record is visible to a teammate until you deliberately place it in a shared folder.
The folder is how you share
You share by making a call type (folder) visible to your workspace, or by sharing it with specific people. Every call added to that folder becomes readable by the people who can see it, and nothing else. See team folders and sharing for the full walkthrough.
No account-wide firehose
This is the part people expect to work differently: no one, not even an admin or the workspace owner, can see every call in the workspace. Internal one-on-ones, interviews, and coaching calls stay private unless you choose to share them. Admins manage people and folders, not a stream of everyone's conversations.
Roles
A workspace has two access levels, plus the owner who set it up.
Owner
The person who created the workspace and holds the subscription.
- Manages billing and seats
- Has admin powers over members and folders
- Cannot be removed from the workspace
Admin
Manages the people and the shared folders in the workspace.
- Invite and remove members
- Create, manage, and delete folders in the workspace
- Assign calls into the workspace's folders
- Does not get a view of every member's calls
Member
Everyone else on the team.
- Record and transcribe calls, which stay private by default
- Create folders and share their own calls through them
- Open shared folders and the calls inside them
- Cannot invite or remove members
Adding team members
Inviting members is available on the Professional and Enterprise plans.
- Open the Convo dashboard (click the Convo icon in your menu bar on Mac or system tray on Windows)
- Go to Settings, then Members in the Workspace section
- Click Invite and enter the person's email address
- They receive an email invitation to join your workspace
What happens after an invite
- The invitee follows the link and creates a Convo account, or signs in if they already have one
- Once they join, they appear in your Members list as a member
- Joining does not open any calls automatically. They see the workspace's shared folders, and any calls added to those folders, and nothing else
- An invite that is not accepted shows as expired in the Members list, where you can resend it
Seats
Your workspace has as many seats as your subscription. The Members screen shows how many seats are used and how many remain. When every seat is taken, add more from billing before you can invite another person. To change your seat count, open Settings, then Billing, then Manage.
Removing team members
- Go to Settings, then Members
- Find the person and open the menu next to their name
- Select Remove and confirm
What happens when you remove someone:
- They lose access to the workspace and its shared folders
- Their own calls stay with them, moved to a personal account, so no one loses their recordings
- The workspace owner cannot be removed. To change ownership, contact support first
Which plans include team features
Inviting members and sharing folders across a team is part of the Professional and Enterprise plans. Enterprise adds centralized administration and options like single sign-on for larger organizations. To compare plans or upgrade, see changing your plan.
Troubleshooting
Invitation email not received
- Ask the invitee to check their spam or junk folder
- Confirm the email address is correct in the Members list
- Wait a few minutes, as email can be delayed, then resend from the Members list
Can't invite new members
- Confirm you are on the Professional or Enterprise plan
- Confirm you are an admin (only admins can invite)
- Check that you have an open seat; add seats in Settings, then Billing, then Manage
A teammate can't see a call I shared
- Confirm the call is inside a folder they can see, not just recorded
- Confirm the folder is set to your workspace, or shared with that person
- Confirm they have joined the workspace and are signed in to the right account
Next steps
- Team folders and sharing - The step-by-step of sharing a folder
- Changing your plan - Move to Professional or Enterprise for team features
- Data privacy and security - How your conversations are protected
Need help with team setup?
Our team can help you set up your workspace and get everyone sharing the right folders. Contact us at itsconvo.com/contact.
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