🚀 Otter.ai Enterprise Onboarding Guide – Help Center

Your step-by-step guide to deploying, securing, and scaling Otter.ai across your organization.

Users: This guide is intended for the workspace owner or admin(s).

🏢 Step 1: Set Up Roles, Permissions, & Workspace

Once your Enterprise plan is provisioned, you’ll receive access to an Enterprise workspace.

What to do

Sign in to Otter using your admin email.
Confirm Admin or Owner role. If you don’t see admin settings (such as Analytics or Recording Management), your account may not yet be assigned the correct role. Check your workspace to verify your current role.
Learn more about updating your permission roles.
- Invite any other users who should also be admins and assign them the permission role once they join the workspace.
Verify the workspace name in Workspace → Manage workspace. Learn more about renaming your workspace.

Note: Only Admins and Owners can configure security, roles, and integrations.

🔐 Step 2: Configure Security & Access

Security should be configured before inviting members.

Recommended settings

Align Otter security settings with your company’s identity provider. Set up SSO / SAML (Otter supports a variety of IdPs, including Okta, Azure, Google, and more).
Claim your domain to ensure all domain sign-ups are controlled and restricted to your workspace.
Set up a data retention policy.

Important: Enable SSO before rollout to prevent duplicate accounts and unmanaged access.

🔑 Step 3: Review recording and meeting permissions

Manage the meeting and recording permissions for your workspace.

Meeting auto-join & auto-share settings

Manage your default meeting settings, such as auto-join and auto-share, in Workspace → Manage workspace → Settings.

Manage your Notetaker settings

Rename the Notetaker for your workspace.
Review the deduplication process for Notetakers joining from your workspace.

Tip: Using Microsoft Teams? Set up a custom page to obtain recording permissions before a guest joins a meeting!

🔌 Step 4: Connect Integrations

Integrations ensure Otter fits naturally into daily workflows. View our full list of available integrations.

Common Enterprise integrations

Note: Some integrations require admin approval before users can enable them.

📣 Step 5: Roll Out to Teams

With security and roles in place, you’re ready to invite users.

Rollout approach

Invite members to your workspace.
Enable auto-join where applicable.
Users can try interacting with Otter conversations, ask questions via Otter Chat, and create Channels to organize meeting notes.

📊 Step 6: Monitor Adoption & Usage

Workspace Analytics provides visibility into usage and value.

Key metrics to track

Active users
Minutes transcribed
Conversations created

Tip: Low usage often signals a need for enablement—not a product issue. Reach out to your account manager to discuss adoption.

🤝 Ongoing Support & Enablement

Enterprise customers receive priority support and guidance.

Available resources

Dedicated Customer Success Manager
Otter Support Team
Enterprise Help Center
Best practices & rollout guides

Note: Your CSM can assist with onboarding sessions, security reviews, and adoption planning.

➡️ Additional Enterprise admin resources

Explore these guides for additional Enterprise admin controls and IT setup instructions to configure Otter for your organization.

⚙️ Enterprise Admin Controls Overview ↗ 🛡️ IT administrator setup for Otter ↗

FAQs

Is single sign-on (SSO) required for Otter Enterprise?

No. Single sign-on (SSO) is not required for Otter Enterprise, but it is strongly recommended for organizations that want centralized authentication and access management.

Configuring SSO allows members to sign in through your organization's identity provider (IdP), helps centralize access control, and reduces the risk of duplicate accounts.

We recommend configuring SSO before inviting members to your workspace. Learn how to configure SAML SSO for Otter Enterprise.

What integrations are supported with Otter Enterprise?

Otter Enterprise supports integrations with meeting platforms, calendars, and business applications to help organizations connect Otter with their existing workflows.

Supported integrations include:

Meeting platforms: Zoom, Google Meet, and Microsoft Teams.
CRM platforms: Salesforce and HubSpot.
Calendar integrations: Supported calendar services for managing scheduled meetings and Otter Notetaker.

Some integrations may require additional configuration or administrator approval. Explore the complete list of Otter integrations for available options.

Can workspace admins manage auto-join and auto-share settings in Otter Enterprise?

Yes. Otter Enterprise workspace admins can manage default meeting auto-join and auto-share settings to control how Otter Notetaker joins meetings and how conversations are shared.

To manage these settings:

Sign in to your Otter account as a workspace admin.
Navigate to Manage workspace → Settings.
Under Otter Notetaker and Sharing & Permission sections, review and configure the available meeting auto-join and auto-share settings for your organization.

How can workspace admins track Otter Enterprise adoption and usage?

Otter Enterprise workspace admins can track adoption and usage through workspace Analytics. This provides visibility into how members are using Otter across the organization.

Available usage metrics include:

Active users: Monitor member activity within your workspace.
Minutes transcribed: Review the total amount of audio transcribed.
Conversations created: Track the number of conversations recorded.

To review adoption, navigate to Workspace Analytics, select a time range, and review the available metrics. You can also export reports for internal usage and adoption reviews.

Learn more about Workspace Analytics.

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