Roles
What Owner, Admin, Member, and Viewer can each do, and which ones use a paid seat.
VoiceCap has four organization roles: Owner, Admin, Member, and Viewer. A role controls what someone can do across the whole organization, not only on meetings they created themselves.
What each role can do
| Role | Paid seat | Can do |
|---|---|---|
| Owner | Yes | Everything an Admin can do, plus: sees every meeting in the organization, including private ones, as long as owner oversight is turned on. The only role that can regenerate a meeting's share link or change another Owner's account. There is exactly one Owner per organization. |
| Admin | Yes | Invites and removes members, creates and manages groups, manages billing and organization settings, and edits or deletes any meeting they can already see. Does not automatically see a colleague's private meetings, and can't change who a meeting is shared with unless they created it. |
| Member | Yes | Records and uploads their own meetings, edits and shares meetings they created, and views meetings shared with them directly, through a group, or organization-wide. |
| Viewer | No | Opens meetings shared with them. Can't record, upload, edit, or change sharing on any meeting. |
Viewer is the only role that's always free, on every plan, including Free. That's deliberate: VoiceCap wants people to be able to open a meeting shared with them without your organization paying for an extra seat. Owner, Admin, and Member all use a paid seat once your plan requires one.
Only the organization Owner sees a colleague's private meetings by default, and only when owner oversight is turned on for the organization. See Private meetings for what "private" does and doesn't hide, and how an Owner turns oversight off.
Changing a role
An Admin or Owner changes a member's role from Settings > Team: click the pencil icon next to their name, then pick a new role from the list. Promoting a Viewer to Member or Admin adds a paid seat immediately and bills your organization a prorated amount right away; VoiceCap asks you to confirm before it does. Moving someone back to Viewer works the same way, without a confirmation step.
You can't promote anyone to Owner through this list. Ownership doesn't move through a role change.