This guide covers how to invite team members, control their access, and maintain the right level of data segregation across your Teamspaces.

Understanding the structure

Meetingz has two levels of access control:

• Account level — managed on the Users page. Account Owners can see and manage all Teamspaces and users within the account.

• Teamspace level — managed in Teamspace Settings → Members. Controls who can access the meetings and data in a specific Teamspace.

A user must be added to a Teamspace to see its meetings. Being a user in the account is not enough on its own.

Roles and what they can see

Each Teamspace member holds one of three roles:

• Admin — Full Teamspace management

• Analyst — Edit & re-send digests; no Teamspace admin

• Member — View and summarize own meetings

In practice: Admins have full access to every page in a Teamspace. Analysts and Members both see only the Meetings section (Dashboard, Upcoming, Library, Chat) — Account & Teamspaces and Billing & Plans aren't visible to either. Within Meetings, Analysts and Members see identical content, with one exception: Analysts can edit and lock meeting digests; Members can only view them. A Teamspace always keeps at least one Admin — Meetingz now prevents removing or demoting the last one, so a Teamspace can't be left with no one able to manage it.

Each member also has a Type, set automatically from their email domain — Internal if it matches your account's domain, External if it doesn't. This isn't something you set manually.

Inviting a new team member

There's no separate account-setup step — inviting someone to a Teamspace is the entire onboarding flow, whether or not they've used Meetingz before. Either an Account Owner or a Teamspace Admin can do it:

1. Go to Teamspace Settings → Members for the Teamspace they should access.

2. Click Invite member.

3. Enter their email address and choose their permission level (Admin, Analyst, or Member).

4. Submit. They'll receive an invitation email with instructions to join.

Account Owners can also promote any existing member to Account Owner, and manage every user's permission level across the account, from the Users page.

Access control: Only invite members to Teamspaces containing meetings they should have access to. A member added to a Teamspace can view all meetings and transcripts in that Teamspace. See [Data & Security FAQ] for more guidance.

Granting account owner access

Account Owner status gives a user full administrative control over the account — all Teamspaces, users, and billing. Grant this only to administrators who need it.

To grant account owner access:

1. Go to Account → Users.

2. Find the user in the Active tab.

3. Enable the Account Owner toggle.

An account always keeps at least one Account Owner. Meetingz now prevents removing or demoting the last one, so there's no longer a way to leave an account without anyone able to manage it — if you try to revoke Account Owner status from the only person who has it, the action is blocked until another Account Owner is in place.

Reviewing access across the account

The Users page (Account → Users) gives you an account-wide view of all members and their Teamspace assignments. Use the Teamspaces & Roles dropdown per user to audit who has access to what.

Removing a member from a Teamspace

Account Owners and Teamspace Admins can remove a member from either the Users page or that Teamspace's Settings → Members tab. If the member is the account's only Account Owner or this Teamspace's only Admin, Meetingz blocks the removal until another Account Owner or Admin is in place — a pending invitation that hasn't been accepted yet doesn't count as coverage on its own.

Resetting a locked-out member's login

Account Owners (Users page) and Teamspace Admins (Teamspace Settings → Members) can also click Reset login for any user who's lost access and can't get back in through their own self-serve options (Magic Link sign-in, or requesting a password reset from the login page).

What Reset login does: it clears the member's existing password and 2FA enrollment outright. They'll need to sign back in via Magic Link, then set up a new password and/or 2FA from their profile Settings tab if they want to use those methods going forward. See [FAQ — Authentication] for the underlying sign-in methods.

Between removal and reset, Account Owners and Teamspace Admins now have full user-management capability for the members in their scope.

Offboarding a team member

When a team member leaves, remove them from every Teamspace they were added to (via either location above). There's no separate account-wide "deactivate this user" action beyond that — removing someone from all their Teamspaces is the complete offboarding step.

Two related but distinct account-level actions exist, for reference:

• Canceling the subscription — available to Account Owners at any time. Meetingz stays fully usable at your current tier through the end of the billing period, after which the account converts to FREE and retention resets to a rolling 31 days.

• Deleting the account entirely — not self-service; email the Client Care team at support@meetingz.ai.