Admin controls for your Workspace

As an admin of an Enterprise Workspace, Otter provides many administrative controls to manage members in your Workspace, match settings to company policies, and support your organization’s workflows. Learn more about the controls available to admins below. 

• Manage Workspace auto-join settings
• Manage Otter Notetaker for your Workspace
• Manage Workspace auto-share settings
• Disable external sharing for your Workspace
• Manage Workspace notification settings

Manage Workspace auto-join settings

Control and lock the auto-join settings for Workspace members. These settings will apply to all members' Otter Notetakers for their meetings. Changing these settings will affect how Notetaker joins a meeting. Admins have control of all auto-join settings available to a member. 

⛭ Available auto-join settings

Manage your Workspace auto-join settings.

1. Sign in to Otter.ai as an admin.
2. Navigate to Workspace > Settings. Click Edit to manage auto-join settings. 
   
3. Click the Default auto-join setting drop-down.
   
4. Select the setting you would like to apply to your Workspace. Refer to our available auto-join settings for more info on each setting.
    
5. You have the option to lock the default auto-join setting. This will make the setting the default for the Workspace and prevent members from adjusting their own settings in Account Settings > Meetings. Click Confirm to apply the settings. 
   

The settings will take effect immediately and apply to Notetaker. 

Manage Otter Notetaker for your Workspace

Control which members in your Workspace can use Otter Notetaker for their meetings. Learn more about managing Notetaker for your Workspace.

• Toggling ON Notetaker will allow the member to send their Notetaker to meetings through auto-join or by manually pasting the meeting URL.
• Toggling OFF Notetaker will prevent that member from sending their Notetaker to meetings, both through auto-join and manually pasting the meeting URL. The member will not be able to manage their Notetaker settings. 

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

Users will not be able to use Otter Notetaker if the admin has toggled off the option for their account. 

• Manually adding Notetaker will not be available. Users will see the message feature disabled if they try to manually paste a meeting link.
• The calendar auto-join toggle for Notetaker will not be available. 

Manage Workspace auto-share settings

Control how conversations are shared in your Workspace. These settings will apply to members' conversations going forward. Learn more about managing your Workspace auto-share settings.

1. Sign in to Otter.ai as an admin.
2. Click on your profile and select Manage Workspace. Navigate to the Settings tab.
   
3. Click Edit to manage the Workspace settings.
   
4. In the pop-up, choose the share settings available for members and the default setting. Learn more about each share setting option.
   
5. Click Next once you have finished selecting the options.
   
6. Click Apply changes to confirm the settings.
   • Apply to all. Will override any current settings members have previously made. New members in the Workspace will reflect the chosen default setting.
   • Apply to all, but keep member customizations. Members who previously changed their settings will not be affected; their settings will remain. All new members will reflect the default choice.
     
     
     Note: If selecting the 2nd option, members’ settings will still be affected if the setting is no longer available. Settings that are no longer available will be updated to the default option.

The Workspace settings will apply and reflect at the account level in Account Settings > Meetings > Default audience for shared notes.

Disable external sharing for your Workspace

Admins can disable external sharing for the Workspace. This will prevent members in the Workspace from sharing conversations automatically or manually to email domains outside the Workspace. 

Workspace domains

Workspace email domains reflect the admin emails in the Workspace (not members). For example,

• Admin 1 has email abigail@otter.ai in the Beaverly Workspace.
• Admin 2 has email dani@beaverly.ai in the Beaverly Workspace.
• Member 1 has email olivia@manatees.ai in the Beaverly Workspace.
• The email domains that Beaverly Workspace members can share to will only be otter.ai and beaverly.ai.
• Since manatees.ai is not reflective of an admin, the email domain is not counted as a Workspace domain.
• However, if Member 1 is promoted to an admin, then manatees.ai will become a Workspace domain option.

1. Sign in to Otter.ai as an admin.
2. Navigate to Workspace > Settings.

3. Scroll down to Disable External sharing. Toggle the setting ON.

   

The setting change will take effect immediately. Members in the Workspace who try to share with non-domain emails will see the error message "External sharing is disabled by admin".

Additionally, the admin auto-share settings will no longer include the "All event guests" option in the pop-up when Disable External sharing is enabled. 

Manage Workspace notification settings

Manage and set the notifications available for your Workspace. The settings will become the default for all new members and existing members (if applied). Admins have control of all notification settings available to a member. 

• Live meeting - A calendar event recording has started, and the notes are available to view
• Meeting summary - A summary and insights are available from a recorded conversation
• Imported conversation - An imported conversation has been processed and is ready to view
• Conversation shared - A conversation has been shared with me
• Weekly digest - A recap of action items, upcoming events, and key highlights from the past week
• Event reminder - A scheduled calendar event is ready to be recorded
• Comments - New comments or replies have been added to a conversation
• Highlights - New highlights have been added to a conversation
• Product tips - Updates and tips to enhance your experience
• Offers & discounts - Special offers and discounts on Otter products

Follow these instructions to manage Workspace notifications.

1. Sign in to Otter.ai as an admin.
2. Navigate to Workspace > Notifications. 
   
3. Click Edit notifications.
   

4. Check or uncheck notifications for your Workspace. Click Save Changes at the top when finished.
   

   Tip: You can check or uncheck All Notifications for Email and Push notifications.
5. Click Apply to confirm the settings.
   • Apply to all. Will override any current settings members have previously made. New members in the Workspace will reflect the chosen default setting.
   • Apply to all, but keep member customizations. Members who previously changed their settings will not be affected; their settings will remain. All new members will reflect the default choice.
     

The changes will take effect immediately. If Apply to all was selected, the member's account settings will immediately reflect the Workspace settings.