Enterprise Admin Controls Overview

Directory Sync (SCIM) allows you to automatically provision, update, and deprovision users in your workspace using your identity provider (IdP). This helps keep your user list up to date without manual work and ensures access is aligned with your organization. 

➡️ Learn more about Directory Sync

Ensure you have full control over your workspace’s domain. With Domain Capture, Enterprise admins can claim your organization’s domain (e.g., acme.com) and attach it to your workspace. Existing or new Otter users who match a claimed domain will be automatically added to the workspace. This allows you to have full control over your organization’s members and to control who has access to Otter.

➡️ Learn more about Domain Capture

Set up SAML Single Sign-On (SSO) to allow your team to securely access Otter using your organization’s identity provider. To enable SSO, navigate to Workspace →  Manage Workspace → Settings → SAML Authentication, where you can configure and activate SAML for your workspace. 

➡️ Learn more about setting up SSO

The Disable Speaker Learning setting allows Enterprise admins to turn off Otter’s ability to learn and remember speaker voices in a workspace. When this is enabled, Otter will not build or update voice profiles for speaker identification, and names will not be automatically suggested based on past meetings. This is useful for organizations with strict privacy, biometric, or compliance requirements that limit the use of voice-based profiling.

➡️ Learn more about disabling speaker learning

This setting lets Enterprise admins choose whether Otter automatically sends a pre-meeting email notification to all invited attendees before Notetaker joins a meeting. When enabled, everyone on the meeting invitation is notified that the meeting will be recorded, helping organizations support transparency and meet their internal recording and compliance requirements. Before enabling this feature, ensure your organization’s recording practices comply with applicable laws and regulations.

When this setting is enabled:

• Workspace-wide settings override each user’s individual Account Settings → Meetings preferences.
• All invited meeting attendees receive a single pre-meeting email notification.
• If Auto-share is enabled, attendees receive only one pre-meeting email (notifications are not duplicated).
• Email notifications are typically sent 5–10 minutes before the meeting starts.
• Guests can access the pre-meeting page, including the live transcription view.
• Signed-in Otter users can also access the pre-meeting page.

➡️ Learn more about enforcing pre-meeting notifications

To manage this setting, navigate to Workspace → Manage workspace → Settings. Under Send pre-recording emails, click Edit to set the default setting. You can enable or disable the setting, and lock the setting for the workspace.

If enabled, below is a preview of the email an attendee will receive:

Admin-only invite is enabled by default for all Enterprise workspaces, restricting who can add new members to your Enterprise workspace. Only workspace admins can invite new users to join the workspace. Regular users with the member role cannot directly invite colleagues. This helps prevent unauthorized or unmanaged growth, keeps licensing under control, and ensures that every new member is reviewed in accordance with your organization’s security and access policies.

By default, Enterprise workspaces are opted out of AI model training. Meeting recordings, transcripts, and notes are processed only to power features within that workspace (such as transcription, summaries, and search) and are not used to improve Otter’s global models or any third-party LLMs. This control is enforced through the Enterprise agreement and workspace configuration to support advanced security, privacy, and compliance requirements.

Otter provides a way to remove audio from conversations. This feature will remove audio from conversations and only leave the transcript available. Turning on this feature will affect all conversations in the workspace. Please note the following when turning on this feature:

• Applies to all users in the workspace.
• Affects all historical and future meetings.
• If turned back off, only future meetings will have audio with the conversations. All historical meetings will still continue to have their audio removed. 

To turn this feature on, navigate to Workspace → Manage workspace → Settings. Under Remove audio recordings, toggle the setting on.

A Custom Data Retention policy lets Enterprise admins control how long Otter keeps meeting data before it is automatically deleted. At the workspace level, you can set a retention window that fits your organization’s security, legal, or compliance requirements, ensuring recordings, transcripts, and notes are removed on schedule without manual cleanup. This helps reduce data exposure, support internal governance policies, and keep your Otter workspace lean and compliant.

➡️ Learn more about setting up your Data Retention policy

Manage Notetaker auto-join settings in your workspace. To manage, navigate to Workspace → Manage workspace → Settings. 

➡️ Learn more about Notetaker settings

Enterprise admins can lock auto-join settings for all workspace members.

Host Override lets Enterprise admins ensure the meeting host’s Notetaker is always selected for eligible meetings. This prevents multiple workspace Notetakers from joining the same meeting and ensures the host’s recording and sharing settings govern the resulting conversation.

➡️ Learn more about the host override feature

Block the Otter Notetaker from automatically joining meetings that contain certain keywords in the title (for example, “confidential” or “interview”). This helps prevent recording sensitive sessions and gives Enterprise admins finer control over where Otter is allowed to attend.

➡️ Learn more about blocking Notetaker based on specific keywords

Enterprise admins can customize the Notetaker's image for the workspace. Control how the Notetaker appears in meetings. Instead of the default, you can upload your own avatar (such as a company logo or neutral icon) so attendees see a familiar, branded image when Otter joins calls, helping reduce confusion and align the Notetaker with your organization’s visual identity.

➡️ Learn more about customizing your Notetaker's image

Disable deduplication to turn off Otter’s logic that selects a single Notetaker when multiple workspace members would otherwise send Otter to the same meeting. With deduplication off, each user’s Notetaker can join independently, creating separate recordings and transcripts for each sender rather than a single shared, consolidated copy.

➡️ Learn more about the default deduplication behavior

The Disable Otter Notetaker chat messages setting turns off the automated messages Otter posts in meeting chats (for example, “Otter is taking notes” or links to live transcripts and summaries). When this is enabled, Otter will still join supported video conferences, record, and generate transcripts and notes, but it will not post system messages into Zoom, Teams, or other meeting chats. This helps reduce chat noise, avoid confusing external participants, and keep the conversation thread focused while Otter continues working in the background.

While Otter Notetaker is an incredible feature that fully automates your note-taking experience, we understand that not all organizations would like their users to send Notetaker to meetings. You have full control over which users can use Notetaker. 

➡️ Learn more about managing Notetaker for your workspace members

To control Notetaker settings, navigate to Workspace → Manage Workspace → Members. Under the Notetaker column, toggle the setting on or off. By toggling the feature Off, the user will not be able to use Notetaker.

The Microsoft Teams Compliance Chat Message feature automatically posts a recording notice in the Teams chat whenever Otter joins a Teams meeting. When this is turned on, Otter sends a message (which can be fully customizable) to the Teams chat, letting participants know the meeting is being recorded and/or transcribed by Otter, providing an extra layer of transparency on top of Teams’ native prompts. 

The compliance chat message is fully customizable.

This feature lets you customize the Notetaker's name across your entire workspace. Personalize your Notetaker to reflect the title that best represents your company in meetings. 

To rename your Notetaker, navigate to Workspace → Manage workspace → Settings. By default, it will show as “[Your_First_Name]’s Notetaker”. 

➡️ Learn more about renaming Notetaker

Click into the Edit display name field and type in the new name. You can preview the name before saving the changes. Click the checkmark to confirm the name change. This will apply to all users in your workspace.

Manage auto-share settings in your workspace. To manage, navigate to Workspace → Manage workspace → Settings. 

➡️ Learn more about workspace auto-share settings

Select which auto-share options members have access to and set the default setting.

Otter provides control over how users in the workspace can share their conversations. When this feature is enabled, users will only be able to share with people in the same workspace domain. This prevents users from sharing conversations outside of the organization. 

The domain is reflected in both the Owner and Admin(s) of the workspace. If you have multiple admins across different domains, turning on this feature will prevent users from sharing outside both domains. For example:

• Owner/Admin 1’s email ends in otter.ai.
• Admin 2’s email ends in beaver.ai. 
• Turning on this feature will prevent users from sharing conversations with people outside of the otter.ai and beaver.ai domains.

To turn this feature on, navigate to Workspace → Manage Workspace → Settings. Under External Sharing, toggle the setting on:

The Disable social sharing features setting allows Enterprise admins to remove social sharing options for platforms such as Facebook, LinkedIn, and X (formerly Twitter) from shared Otter transcripts. When enabled, viewers will no longer see social sharing buttons on shared notes, helping reduce the risk of transcripts being shared publicly with a single click. The setting can be managed in Workspace → Manage Workspace → Settings.

When toggled on, the social sharing option will not be available in the toolbar menu.

The External Auto-Share Channel feature allows Enterprise admins to automatically share conversations with external participants to a designated channel. For example, customer or sales meetings can be automatically routed to channels such as All Customer Calls or Sales Calls, eliminating the need to manually share each conversation. This helps teams centralize customer interactions, improve visibility, and streamline coaching and collaboration. A conversation is automatically shared only if both of the following conditions are met:

• The conversation was recorded from a calendar event
• The calendar event includes at least one external guest (someone outside your Otter workspace domain)

➡️ Learn more about the auto-share channel

The Limit live conversation access to viewers & collaborators only setting lets Enterprise admins control who can see and work with transcripts and live notes. When enabled, only people explicitly added as viewers (read-only) or collaborators (can edit and comment) can access a conversation; everyone else is blocked from viewing the live transcript, even if the link is public.

The Prevent guests & viewers from selecting and copying transcript text setting gives Enterprise admins greater control over how shared transcripts are used. When enabled, guests and users with Viewer access can read the transcript but cannot select, highlight, or copy its text in Otter. Users with the appropriate permissions can continue to access and interact with the transcript as needed. The setting can be managed in Workspace → Manage Workspace → Settings.  

Guests and Viewers will not have the option to select or copy the text.

Save time by utilizing the bulk user management features. Whether one of your users has left the company, is inactive, or wants to transition back to their own account, you’ll be able to easily manage your users. You’ll have the option to hide, deactivate, remove from your workspace, or delete forever. 

➡️ Learn more about managing workspace members

To manage your users, navigate to Workspace → Manage workspace → Members. Select the users you want to manage, and select the option that best fits your needs.

Otter provides a central location to manage all of your members’ conversations and puts the control in your hands. As admins of an organization, you will be able to monitor and manage any conversations your employees record. This ensures you can delete any conversations, which will also remove the conversation from the individual’s account as well. 

➡️ Learn more about managing your workspace recordings

Conversations of both active and deactivated users can be managed; however, if a user has been removed or deleted from a workspace, their conversations are no longer discoverable by admins. 

Please note that the privacy of each user is still protected. While admins will be able to see the conversation title, they will not be able to view the transcript content or listen to the audio of a conversation. To access the transcript or audio of a conversation, the owner will still need to provide shared access. 

To start managing the conversations within your workspace, navigate to Workspace → Manage workspace → Recording Management. At the top, you have the option to search for conversations within your workspace through various filters:

• Search title
• Conversation owner
• Who the conversation was shared with
• Start time
• End time

Otter’s video support lets Enterprise teams automatically sync recorded meetings from Zoom, Google Meet, and Microsoft Teams into their Otter workspace. Once calendar and conferencing integrations are connected, Otter can join and capture these calls, and sync the meeting's recording directly into the conversation. Enterprise admins can control whether this feature is available for workspace members.

➡️ Learn more about adding videos to your Otter conversations

The Block Transcript/Summary Display feature lets Enterprise admins manage what end users can see within a conversation. You can choose to hide the transcript or the summary.

➡️ Learn more about blocking the transcript display

Settings will apply to both post-meeting conversations and live recording access. 

The auto-snapshot default setting lets Enterprise admins configure and optionally lock the default behavior of auto-capture meeting screens for their workspace. Auto-capture automatically captures shared presentation slides or screens during a recording. By setting a workspace default, organizations can create a consistent recording experience while aligning with their internal recording policies and workflows.

If auto-capture meeting screens is disabled by default, Otter won’t automatically capture snapshots during recordings.

➡️ Learn more about the Auto Snapshot feature

When enabled, admins can choose the default auto-snapshot setting for all workspace members. Members may still be able to change this setting in their personal preferences unless the workspace policy is locked.

Regardless of the default setting, users can always manually capture a snapshot during a recording by clicking Capture Slide Image.

By default, users can start a manual Otter recording anytime in the web browser, desktop app, or through the mobile app. To provide more control over Enterprise workspaces, admins can control how manual recordings are initiated across their workspaces to support internal recording policies, reduce ungoverned recordings, and promote compliance with applicable recording laws.

Choose whether to disable manual recording entirely or require users to confirm they have permission to record before starting a manual recording. 

• Allow recording (default behavior): Workspace members can click the blue Record button to start recording in the web browser, desktop app, or mobile app.
• Disable manual recording: Removes the Record button for workspace members, preventing manual recordings from being started. Members can continue to use approved recording methods, such as Otter Notetaker, for scheduled meetings.
• Require permission confirmation: Displays a confirmation prompt before a manual recording begins, requiring users to confirm they have permission and consent to record.

The Disable AI features setting lets Enterprise admins turn off Otter’s generative AI capabilities, including AI chat, automated meeting summaries, insights, action items, and templates, for their workspace. When this is enabled, Otter continues to record and transcribe meetings, but it will not generate AI summaries or insights, surface action items, respond to AI chat questions, or apply AI-powered templates.

The Disable export functionality setting lets Enterprise admins prevent users from downloading or exporting meeting content (such as audio, video, transcripts, or summaries) out of Otter. When this control is enabled, export options such as downloading text or audio files, or performing bulk exports, are removed from the UI for end users, so content can only be viewed in Otter and shared according to your workspace’s access controls.

The Disable Importing setting lets Enterprise admins prevent workspace users from importing audio and video files into Otter through the web and desktop apps. When enabled, members and admins can no longer upload files from their computer or supported cloud storage services (such as Dropbox) to generate transcripts. This helps organizations control how conversations are added to the workspace, support compliance requirements, and reduce the risk of unauthorized or unmanaged content being imported.

When importing is disabled, the options to import audio and video files are disabled (grayed out) for workspace users on the web and desktop apps.

The Disable Speech Deletion setting lets Enterprise admins prevent all workspace users, including both members and admins, from permanently deleting recordings and transcripts in Otter. When enabled, speech data cannot be permanently removed by anyone, including conversations users own or through the admin Conversation Recordings Management page. This helps organizations preserve conversation records for compliance, audits, legal holds, and internal review.

When a user attempts to permanently delete a conversation, they’ll see the message "User has no permission to delete this speech."

When an admin attempts to permanently delete a conversation through the Conversation Recordings Management page, they’ll see the message "User has no permission to delete this speech."

With this integration set up, when joining a meeting via an Otter meeting link, all participants will be directed to a recording permissions page and must agree to be recorded by Otter to join the Microsoft Teams meeting. Automate obtaining call recording permission, build trust, and stay compliant directly in Outlook.

➡️ Learn more about the Microsoft Teams permission flow

Manage which integrations appear on the Integrations page. Enterprise admins can control which Otter integrations are available within their organization. Hide unsupported or unapproved integrations to prevent them from appearing as connection options for workspace members. Only enabled integrations will be visible on the Integrations page.

The Block public or private channels display and creation controls let Enterprise admins restrict how channels are used in their workspace. When enabled, admins can prevent end users from creating new public, private channels, or both, and optionally hide certain channel types from the UI so only pre-approved spaces are visible. 

When a channel type is disabled, users can create only the remaining enabled channel types.

The Restrict public channel creation to admins only setting lets Enterprise workspaces control who can create new public channels. When enabled, only workspace admins can create public channels, while workspace members can post in existing ones but cannot create new public channels. Members are limited to creating only private channels. 

This helps prevent channel sprawl, keeps knowledge and meeting notes organized under approved structures, and ensures that any new public channel aligns with your organization’s governance and security standards.