---
title: How to set up Avoma workspace with users, roles, licenses, and teams
description: Set up users, roles, licenses, teams, and primary teams in Avoma to ensure the right people have access to meetings, insights, and settings.
---

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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](https://help.avoma.com/how-to-add-another-invite-a-new-member-to?hsLang=en)**

### 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**](https://help.avoma.com/managing-users-and-roles-in-avoma?hsLang=en)

### 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**](https://help.avoma.com/how-to-set-up-teams?hsLang=en)

#### 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. 

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