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Managing roles

How to change a member's role, the protections that keep an organization from losing its last admin, and how to remove someone.

Owner and Admin manage everyone else's role from Settings > Members. Nobody can edit their own role or the Owner's role from this page.

Changing a role

  1. On Settings > Members, find the member and click the pencil icon next to them.
  2. In the Edit member dialog, open the Role dropdown and pick Admin, Member, or Viewer.

Most role changes apply immediately. The one exception: promoting a Viewer to Member or Admin on Pro or Business adds a billed seat right away, so VoiceCap asks you to confirm the charge first. On Free the same promotion costs nothing and needs no confirmation. See Seats and roles for that prompt.

Seat requests

A Viewer can't record or upload, so when they open New Meeting VoiceCap shows them why and offers Ask for a recording seat. One request covers both recording and uploading.

The Owner and every Admin get an email about the request, and it appears at the top of Settings > Members. Each request has two buttons:

  • Give seat makes the person a Member.
  • Keep as viewer leaves their role as it is.

The person gets an email with your answer. If you change their role from the Edit member dialog instead, the request is answered too.

On Pro and Business, Give seat adds a billed seat and charges a prorated amount right away, so the button shows the monthly price of the seat: Give seat · +€29/mo on Pro and Give seat · +€49/mo on Business. On Free it reads Give seat and costs nothing.

Switched to Viewer at upgrade

When an Owner or Admin upgrades from Free, they can switch any Member to Viewer in the upgrade dialog. Each person switched gets an email, "You're now a viewer on" followed by the organization's name, saying who made the change. They keep access to every meeting: they can open, search and share them. The email's Ask for a recording seat button opens New Meeting, where they send a seat request like any other Viewer. See Seats and roles.

Asking to upgrade

When a Free or Pro organization has no minutes left, a Member can't upgrade the plan themselves. They see Ask to upgrade under the minutes figure in the sidebar instead. The request reaches the Owner and Admins the same way, at the top of Settings > Members with See plans and Dismiss. It's answered on its own once the organization upgrades.

Protecting the last admin

VoiceCap won't let an organization end up with no Owner or Admin. Demoting the last active Admin to Member or Viewer is blocked, and so is deactivating or removing them, or that person leaving the organization themselves. You'll get an error telling you to promote someone else first. A deactivated Owner or Admin doesn't count as cover here, because they can't sign in to administer anything. The Owner's role can't be changed at all; only the Owner can be an Owner.

Removing a member

There's no delete button. VoiceCap removes someone's access by deactivating their account. From the same Edit member dialog, click Deactivate user:

Deactivating signs the person out immediately and blocks them from opening the workspace or any meeting shared with them. Their account and meetings aren't deleted, and if they held a paid seat, that seat frees up right away. Reactivate user in the same dialog restores their access exactly as it was.

You can't deactivate yourself, the Owner, or the last active Admin.

See When someone leaves for what happens to a removed member's meetings.

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