Seats, roles and visibility
Last updated: October 17, 2026
Access in Ergo is decided by three separate things. Knowing which one is in play answers most "why can't I see / do this" questions.
| What it decides | Where it is set |
|---|---|
| Seat type decides which features a person can use (Ask Ergo, CRM writes, email drafting, the notetaker). | Admin → Members → person → Seat (Owner only) |
| Role decides what a person can manage for other people. | Admin → Members → person → Role in team (Owner only) |
| Meeting visibility decides whose meetings a person can open. | Admin → Members → person → Meeting access, plus Admin → Settings |
Seat types
Every person has exactly one seat. Standard is the full product; Notetaker records and views meetings; Spectator is view-only.
| Can they… | Standard | Notetaker | Spectator |
|---|---|---|---|
| Open the Dashboard, Meetings, Deals and Integrations pages | Yes | Yes | Yes |
| View meetings they are allowed to see (see Meeting visibility below) and chat about a single meeting | Yes | Yes | Yes |
| Use the Ergo notetaker (bot and desktop app) to record their own meetings | Yes | Yes | No |
| Connect their own email and calendar | Yes | Yes | No |
| Use Ask Ergo (the global chat), Tasks, Drafts, Automations and Preferences | Yes | No | No |
| Have Ergo write to the CRM or draft emails for them | Yes | No | No |
| Connect a third-party notetaker (Gong, Fireflies, Fathom, Grain, Granola…) | Yes | No | No |
| Manage the organization's Slack app | Yes | No | No |
Three things people expect from a Spectator seat that it does not do: no Ask Ergo chat, no CRM updates from their meetings or email, and no email drafts. If someone on a Spectator seat reports that "chat disappeared" or "my deals are not syncing", the seat is the reason. Ask the Owner to change the seat to Standard.
A Spectator or Notetaker seat is also shown a banner on the Integrations page explaining that personal integrations are unavailable for that seat.
Seats are what you are billed for. Changing a seat changes the bill; check your agreement before converting people.
Roles
There are two roles per team, Admin and Member, plus one Owner per organization. The Owner is shown with an Owner label next to their name in the member dialog.
| Can they… | Owner | Team admin | Member |
|---|---|---|---|
| Open the Admin area | Yes | Yes, their own teams | No |
| See the Members tab (everyone in the organization) | Yes | No | No |
| Add Member (create a new account) | Yes, any team | Yes, into teams they administer | No |
| Choose the seat and role for a new person | Yes | Yes | No |
| Change an existing person's seat type | Yes | No | No |
| Change a role (make someone an Admin, or a Member again) | Yes | No | No |
| Add an existing person to another team, move them, or change their primary team | Yes | No | No |
| Remove someone from the organization | Yes | No | No |
| Create or delete teams | Yes | No | No |
| Edit a team's name, description or type | Yes | Yes, their own team | No |
| Turn Automations on or off for a person | Yes | Yes, their own team | Themselves only |
| Edit whose meetings a person can see (Meeting access) | Yes | Yes, people in their teams | No |
| Grant Reporting access to non-admins | Yes | No | No |
| Settings tab: "Everyone can see all meetings", pipeline access, persona, who may delete meetings | Yes | No | No |
| Meeting Privacy Rules (auto-private by title keyword or participant) | Yes | No | No |
If a button is greyed out, hover it: the tooltip says which role it needs, for example "Only the organization owner can change seat types."
Who is my Owner?
Open Admin → Members and look for the Owner label next to a name. If you cannot open Admin, ask a colleague who can, or ask Ergo support and we will tell you. The Owner cannot be removed from the organization, and only Ergo can change who the Owner is. If your Owner has left the company, contact support and we will transfer ownership.
How-tos
Add a person
- Open Admin and select Add Member.
- Enter their work email, first name and last name.
- Choose the Team, the Role in team (Member or Admin) and the Seat (Standard, Notetaker or Spectator).
- Select Add person.
Ergo creates the account and sends a welcome email from welcome@notifications.joinergo.com pointing at dashboard.joinergo.com. There is no invite link to expire: the person signs in with the same email using your organization's sign-in method, even if the email never arrived. Past meetings they attended are re-attributed to them automatically.
Team admins can add people only to the teams they administer. Full steps: Provision accounts.
Change a seat type
- Open Admin → Members and select the person.
- Change Seat and confirm.
Only the Owner can do this. Downgrading a seat is destructive: moving someone to Spectator disconnects their email, calendar, personal Slack and notetakers and cancels their scheduled recordings; moving to Notetaker turns off their email features and third-party notetakers. Moving up to Standard does not reconnect anything, so ask the person to reconnect their integrations afterwards. Details: Change a role or seat type.
Make someone an Admin, or move them between teams
Owner only. Open Admin → Members, select the person, and change Role in team or their team memberships. A person cannot be removed from their only team; move them first. Memberships that come from Okta are managed in Okta. Details: Add, remove or move members.
Remove someone who has left
- Open Admin → Members and select the person.
- In the Danger zone, select Remove, type their email to confirm, and select Remove from organization.
Their data stays. Removal revokes sign-in immediately and frees the seat, but their meetings, recordings, transcripts, notes and deal activity remain in the organization, searchable by admins and by Ask Ergo, and visible to anyone the visibility rules allow. Scheduled future recordings are cancelled. Re-adding the same person later is possible but needs Ergo support, so do not remove someone who is only going on leave; change their seat instead.
Let someone see other people's meetings
By default a Member sees only meetings they owned or attended. Team admins also see every meeting of the teams they administer. The Owner sees everything.
- One person at a time: Admin → Members → person → Meeting access → Edit, then pick whose meetings they can see. The Owner or an admin of the person's team can do this. You cannot edit your own.
- Everyone sees everything: Owner only, Admin → Settings → Everyone can see all meetings.
- A specific recording for someone outside the rules: use the Share button on the meeting, or put the meeting in a shared folder. See Share, revoke or password-protect meetings.
Meeting access does not grant Reporting; that is a separate grant on the same person dialog, Owner only.
Keep a meeting private
A private meeting is visible only to its owner and the internal people who attended it, no matter what role, grant or organization-wide setting the viewer has. Share links on it are revoked.
- From the meeting page, choose Make Private (attendees or the owner only).
- Automatically: the Owner can open Meetings → … menu → Meeting Privacy Rules and add title keywords (for example
1:1,HR,confidential) or people whose meetings are always private. Rules apply to the last 90 days as well. There is no built-in keyword; if teammates cannot see your recordings, check whether a word in your meeting titles matches a rule.
Full rules: Meeting availability and visibility.
What needs Ergo support
- Changing who the organization Owner is.
- Re-activating a person who was removed from the organization.
- Turning Reporting on for the organization for the first time.
Everything else on this page is self-serve for the role shown.