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How to set up Avoma workspace with users, roles, licenses, and teams

This overview helps Avoma Admins set up a workspace so the right people have the right access to meetings, insights, and settings.

Use it as a starting point during first-time onboarding, org restructures, regional/department rollouts, or license/access reviews.

You’ll follow a recommended order and jump into the detailed guides when you’re ready to execute each task.

Before you begin

  • You have Admin access in Avoma.
  • You have enough licenses and add-ons available to assign.
  • You have a basic plan for:
    • Who should be Admins, Members, or Guests
    • How teams should be structured (by role, region, manager, etc.)

1) Invite users and assign licenses and add-ons

  1. Collect the list of users to add (email addresses) and confirm who needs Admin vs Member vs Guest access.
  2. Decide each user’s license (e.g., Basic or Organization).
  3. Decide which users need AI add-ons (e.g., Conversation Intelligence (CI), Revenue Intelligence (RI)).
  4. Invite users and assign:
    • Role (Admin/Member/Guest)
    • License
    • Add-ons
    • Team membership (if you already know it)
  5. Sanity check: confirm you didn’t over-assign Admin roles or under-assign required licenses/add-ons.

Read the full guide: Invite users and assign licenses & add-ons

2) Choose the right role: Admin, Member, or Guest

  1. Use Admin only for people who must manage users, teams, billing, and org-wide settings.
  2. Use Member for standard internal users (their capabilities then depend on license and add-ons).
  3. Use Guest for intentionally limited, external, or view-only scenarios.
  4. Review any existing users with elevated access and downgrade roles where appropriate to avoid over-permissioning.

Read the full guide: Roles in Avoma: Admin vs Member vs Guest

3) Create teams, assign primary teams, and control meeting visibility

Teams reflect how your organization is structured and are essential for search, reporting, and coaching. The Primary Team is especially important because it determines who can see meetings when privacy is set to Visible to Primary Team.

  1. Define your team structure (common patterns: by function, region, manager, or segment).

  2. Create the teams in Avoma.

  3. Add users to the appropriate teams.

    • Note: Users can belong to multiple teams for cross-functional roles.

  4. Set a Primary Team for each user.

    • Use per-user updates for a few changes.

    • Use bulk updates for new rollouts or restructures.

  5. Validate meeting visibility behavior:

    • Pick 2–3 representative users in different teams.

    • Confirm they can see meetings as expected when privacy is Visible to Primary Team.

  6. If you use team-based workflows (search, reporting, coaching/QA), run a quick spot-check:

    • Filter by team and confirm users appear in the right places.

Read the full guide: Create and manage teams in Avoma

Tips

  • Treat Primary Team as a required step during rollout. It’s one of the most common sources of “missing meeting” issues.

  • Allow multiple team memberships, but keep one clear Primary Team per user to avoid confusing visibility results.

  • If you’re doing a restructure, update teams and primary teams in the same pass to prevent temporary access gaps.


Troubleshooting and FAQs

Why can’t members see meetings they should have access to?

This is usually a Primary Team or privacy-setting mismatch.

  • Confirm the meeting privacy is set to Visible to Primary Team (or the intended option).

  • Confirm the user’s Primary Team is set correctly (not just team membership).

  • Confirm the meeting owner/host is in the expected team context if your org uses team-based visibility rules.

  • Re-test using a user in the same Primary Team as the meeting owner.

If you’re still stuck, follow the troubleshooting steps in Primary teams and meeting visibility explained.

What’s next

  • Review meeting privacy and recording policies to ensure visibility aligns with your org’s expectations.

  • Run an access audit. Verify roles, licenses, add-ons, teams, and primary teams match your rollout plan.

  • Standardize your team model so reporting/coaching filters stay consistent over time.

  • Reference the detailed guides linked above for each setup task.

Recap

You’ve invited users, assigned roles and entitlements, and configured teams and Primary Teams so meeting visibility works as intended. Next, review privacy and recording policies to complete your rollout.