Manage your workspace members – Help Center

An admin has multiple options for managing a member in a workspace. A member can be deactivated, removed, or deleted from a workspace.

Required: Only admin(s) can manage workspace members. Review your role permissions.

Revoke access to the workspace

Note: Depending on your plan and contract, a prorated credit may be issued when a member's access is revoked. Credits are applied to your workspace billing account and can be used toward additional seats, renewals, or future purchases. Learn more about seat licenses.

Admins can manage a workspace member’s access in several ways, including removing a member from the workspace, temporarily suspending access while retaining their data, and, if needed, permanently deleting the member’s account and data after deactivation.

Go to Profile → Manage Workspace.
Click the three-dot menu next to the member whose access you want to revoke, then select Revoke access to workspace.

Note: Workspace admins cannot be deactivated, removed, or deleted directly. To revoke an admin’s access, first change their role to 'Member'.
You can remove the user or deactivate the account. Follow the steps below for more information.

Recommended: Deactivate the user to remove their access while retaining their account and data within the workspace.

Deactivate a user (recommended) Deactivate a member and keep them in your workspace

We recommend deactivating users to remove their access while retaining their accounts and data within the workspace. Deactivated users can no longer sign in to or access their Otter account, but all recordings, conversations, and workspace data are preserved. No data is deleted, and an admin can reactivate the user at any time if access needs to be restored.

Follow the steps in Revoke access to a workspace.
In the pop-up, select Deactivate account and keep in Workspace, then click Revoke access.
The member has been deactivated.

Note: You can reactivate the user at any time.

Reactivate a member Reactivate a member in your workspace

You can reactivate a deactivated member at any time. Once reactivated, the user regains access to their account, and all conversations, data, and account settings are restored exactly as they were before deactivation.

Click the three-dot menu next to the member you want to reactivate, then select Reactivate member.
Click Reactivate to confirm.
The member has been reactivated.

Remove a member from your workspace Removed members can continue using Otter as an individual account

Remove the member from the workspace and convert their account to an individual Otter account. The user retains access to the recordings, conversations, and other content they created while in the workspace and can continue using Otter or purchase their own subscription. Conversations that were previously shared by the user will remain accessible to existing collaborators.

Note: After a member is removed from the workspace, their account is no longer managed by your organization. Remove a member only if you do not need to retain administrative control of their account or preserve their data within the workspace.

Follow the steps in Revoke access to a workspace.
In the pop-up, select Remove account from Workspace, then click Revoke access.
The member has been removed from the workspace.

When a member is removed

After being removed from a workspace, the member’s account is converted to an individual Otter account. They can continue using Otter independently and may upgrade to a paid subscription if they need additional features or higher usage limits.

If the member was removed unintentionally, a workspace admin can re-invite them to the workspace. Refer to our pricing page for the latest plan features and limits.

Delete a member from your workspace Permanently delete a user and all data

Warning: Deleting a member permanently removes their account and all associated data, including recordings, conversations, and account settings. This action cannot be reversed.

If you need to preserve the member’s data or may need to restore access in the future, we recommend deactivating the user instead. Deactivated users cannot access their account, but their data remains available within the workspace. Only delete a member if you are certain their account and data are no longer needed.

Follow the steps in Deactivate a user.
Click the three-dot menu next to the deactivated member, then select Delete member.
Carefully review the pop-up and click Delete to confirm.
The member has been permanently deleted.

FAQs

Can I recover a deleted account?

No. Deleting an account is permanent and cannot be undone. All recordings, conversations, account settings, and other account data are permanently deleted and cannot be recovered. If you need to retain a user’s data, we recommend deactivating the user instead of deleting their account.

What’s the difference between removing, deactivating, and deleting a member?

Remove a member: Removes the user from the workspace and converts their account to an individual Otter account. The user retains access to their content and can continue using Otter independently.
Deactivate a member: Prevents the user from accessing their account while preserving all data within the workspace. An admin can reactivate the user at any time.
Delete a member: Permanently deletes the user’s account and all associated data. This action cannot be reversed.

Why can’t I deactivate, remove, or delete an admin?

To help prevent accidental loss of administrative access, workspace admins cannot be deactivated, removed, or deleted directly. If you need to revoke an Admin’s access, first change their role to Member. Once their role has been updated, you can deactivate, remove, or delete the account as needed. Learn more about managing roles.

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