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How to set up and manage teams in Avoma

Teams let you group people in Avoma in a way that matches your org structure (for example, Sales, CS, Marketing, Operations). This helps you filter and find meetings by team, run targeted coaching/QA programs, and report on activity and performance across teams.

Use this setup any time you’re onboarding a new org structure, adding new departments, or tightening meeting visibility rules.

Before you begin

  • You must have the Admin role in Avoma to create and manage teams.

  • Keep teams clearly defined (avoid duplicate or overlapping team names).

  • If a member belongs to more than one team, make sure their Primary Team is set.

1) Create a new team

  1. Go to Settings → Organization → Teams.

  2. Click Create New Team.
    Creating team in Avoma

  3. Enter a Team Name (for example, “Mid-Market Sales” or “EMEA CS”).

  4. Click Save.

2) Add members to a team

  1. Go to Settings → Organization → Teams.

  2. Click the team you want to update.

  3. Click Add Members.

  4. Search for and select the members you want to assign.

  5. Click Save.
    Adding a member to a team in Avoma

Note: New members are not automatically added to any team. Always assign them to at least one team so their meetings are searchable and visible where needed.

3) Set and manage a member’s primary team

A member’s Primary Team is their main team in your org hierarchy. It’s critical for meeting privacy and visibility:

  • Meetings set to Visible to Primary Team are visible only to members of the participant’s primary team.

  • If the wrong primary team is set, people may not see meetings they expect to access.

You can update primary teams in bulk or one person at a time.

Option A: Change primary team in bulk (set one team as primary for its members)

  1. Go to Settings → Organization → Teams.

  2. Open the team you want to make primary.

  3. Click More options (⋮).

  4. Click Set <Team Name> as primary team for all members.

  5. Confirm the change.

Option B: Change primary team for one user

  1. Go to Settings → Organization → Members.

  2. Find the member you want to update.

  3. In the Primary Teams column, hover over the team list.

  4. In the popover, click the team you want to set as the Primary Team.

  5. Confirm the selected team is marked as Primary Team.
    Setting Primary team in Avoma

 

Tips

  • Mirror your real org structure: Create teams that match how you manage people (for example, “Mid-Market AEs – West” or “CSM Pod – Enterprise”).

  • Keep primary teams clean: If someone is cross-functional (for example, Sales Ops or Enablement), assign them to multiple teams but set the Primary Team to the one that should govern visibility.

  • Review privacy after changes: After updating teams/primary teams, verify the right people can see meetings—especially if you use Visible to Primary Team.

Troubleshooting and FAQs

What is a primary team ? 

The primary team is the main team that a member belongs to in an organization hierarchy. It is important to set one team as the member's primary team in order to control the privacy access of their conversations.

Why can’t I see meetings I expect to see after team changes?

This is usually caused by a missing or incorrect Primary Team.

  • Check whether the meeting is set to Visible to Primary Team.

  • Go to Settings → Organization → Members and confirm the participant’s Primary Team is set correctly.

  • Make sure you belong to the participant’s primary team (not just another team they’re also part of).

  • Verify the participant is assigned to at least one team—new members aren’t added automatically.

If it still doesn’t look right, ask an Admin to review the member’s team assignments and primary team configuration.

What’s next

  • Audit new hires and role changes weekly to ensure everyone is assigned to a team and has the correct Primary Team.

  • Validate meeting visibility workflows (especially where you rely on Visible to Primary Team for privacy).

  • Standardize team naming conventions so reporting and filtering stay clean.

  • Check How to set up Avoma workspace with users, roles, licenses, and teams to finish onboarding (users, roles, license assignments, and team setup in one flow).

Recap

You’ve created teams, added members, and set Primary Teams so meetings, coaching, and reporting work as expected—especially when visibility depends on Visible to Primary Team.