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How to assign the right role (Admin, Member, Guest) in Avoma

Assigning the right role ensures each user has the access they need—no more, no less.

This is for Admins who manage users and want to control capabilities, visibility, and governance across Avoma.

Use roles when onboarding new users, granting external access, or tightening permissions as your org scales.

Before you begin

  • You must be an Admin in Avoma.

  • Your account must have enough licenses to assign.

  • Decide who should be Admins, Members, and Guests. 

Assigning the right role (Admin, Member, Guest) in Avoma

1. Understand Avoma roles

Use roles to control what users can see and manage. Most internal users should be Members.

Admin
  • Can invite and manage users and teams.
  • Can configure organization-level settings, including:
    • Billing (add, upgrade, and downgrade licenses).

    • User and Team Management (assigning licenses and team members).

    • Recording Policies for the entire organization.

    • CRM and other integrations (Outreach, Aircall, etc.).

      • Only Super Admins can configure HubSpot and Salesforce integrations.

    • Conversation Purposes and Outcomes.

    • Smart Categories, Trigger Prompts, and Keywords. 

Member

  • Default role for most internal users (AEs, CSMs, SDRs, managers).

  • Access depends on the license and add-ons assigned.

  • Can search meetings across the organization, respecting meeting privacy settings.

Guest

  • Designed for external collaborators or very limited-access users.

  • If licensed, Guests can record their meetings but:

    • Can only view and search their own meetings.

    • Cannot share meetings.

    • Cannot access Teams, even if added to one.

    • Can access public playlists only.

2. Change a user’s role

  1. Go to Settings → Members.

  2. Find the user whose role you want to change.

  3. Open the Role dropdown next to their name.

  4. Select Admin, Member, or Guest.

  5. Confirm the change.

Changes take effect immediately.

 

Tips

  • Assign Admin sparingly to limit org-wide configuration changes.

  • Use Members for nearly all internal roles (Sales, CS, RevOps).

  • Use Guests for external partners or stakeholders who only need minimal access.

  • Review roles regularly as users change responsibilities.


Troubleshooting and FAQs

What’s the difference between a role and a license?

Roles control what a user can manage and see (Admin, Member, Guest).
Licenses and add-ons control which features a user can use (for example, recording, Conversation Intelligence, Revenue Intelligence).

Users need the correct role and the correct license/add-ons to access a feature.

Which role should most internal users have?

Most internal users should be Members.

Members are designed for AEs, SDRs, CSMs, and managers. Assign Admin only to users who need to manage org-wide settings, billing, or integrations.

What access limitations do Guests have?

Guests are intended for external or limited-access users.

Guests:

  • Can only view and search their own meetings

  • Cannot share meetings

  • Cannot access Team content, even if added to a Team

  • Can access public playlists only

Why can’t a Member see all meetings in the organization?

Meeting visibility depends on privacy settings and Team membership.

Members:

  • Cannot access private meetings they’re not invited to

  • Can only see Team meetings for Teams they belong to

Who can manage integrations and organization-wide settings?

Admins can manage most org-level settings, including users, teams, billing, recording policies, and integrations like Outreach or Aircall.

Only Super Admins can configure HubSpot and Salesforce integrations.

What’s next

Recap

You’ve assigned the right role to control what users can access and manage in Avoma. Next, fine-tune licenses, teams, and policies to ensure each user is fully set up for success.