Enterprise Admin Controls Overview

Ensure you have full control over your workspace’s domain. With Domain Capture, you will be able to claim your organization’s domain and attach it to your workspace (e.g. acme.com). 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 can control who has access to Otter. Once added to your workspace, you can manage the new users in Workspace > Manage workspace > Members.

Learn more about setting up your Data Retention policy. All conversations after the set retention period will be automatically deleted. 

To set up a Custom Data Retention policy, contact your Otter account manager. 

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.

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. 

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

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. 

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.

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. 

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.

Manage conversation sharing and Notetaker auto-join settings in your workspace. To manage, navigate to Workspace > Manage workspace > Settings. Learn more about managing workspace settings.

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”. 

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.

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:

Notifying all invited meeting attendees is a great way to ensure everyone is aware they are being recorded. We always recommend obtaining user permissions before recording and ensuring compliance with local laws governing recordings. Turning on this feature applies to all users in your workspace and sends an email to all invited attendees on the meeting list, notifying them that Notetaker will be recording. Please note the following: 

• If this feature is turned on for the entire workspace, it will override any individual settings the user has set in their own Account Settings > Meetings.
• Everyone on the meeting invite will receive an email.
• Email does not duplicate with auto share - there is only one pre-meeting email.
• Email is received 5-10 min before the meeting starts.
• Guests can access the pre-meeting page, including the live transcription notes.
• Signed-in Otter users can access the pre-meeting page.

To turn this feature on, navigate to Workspace > Manage workspace > Settings. Under Send pre-recording emails, toggle the setting on:

Below is a preview of the email an attendee will receive:

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:

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.