Organization settings
Renaming the organization, who gets emailed after a meeting, turning on domain auto-join for new signups, and the role they start as.
Owner and Admin manage the organization's name, participant emails, and owner oversight from Settings > General. Domain settings are on Settings > Members; see Domain auto-join below. Everyone else is sent to Settings > Members if they try to open it.
Renaming the organization
- Under General, edit Organization Name and, if you need to, URL Slug. The slug accepts lowercase letters, numbers, and hyphens only.
- Click Save Changes.
This is the same name that gets set automatically when an organization is first created. See Creating an organization for how that starting name is generated.
Participant emails
When a meeting that came from your calendar finishes processing, VoiceCap emails the people who were invited to it a link to the summary, the action items, and the recording. The meeting also shows up under Shared with me for anyone who already has a VoiceCap account.
The Participant Emails card sets who that is:
- All participants: everyone on the calendar invite, inside your organization or not. This is what a new organization starts on.
- Internal participants only: only attendees whose email domain is registered to your organization.
- No one: nothing goes out automatically.
Every summary email has an unsubscribe link. Someone who uses it stops getting meeting summary emails at that address from any organization on VoiceCap, whatever this card is set to. Meetings shared with them still show up under Shared with me. Right after unsubscribing, the page that confirms it offers an Undo button for changing your mind straight away. The unsubscribe link itself never turns the emails back on.
The meeting owner is never emailed their own meeting, and each meeting is emailed once.
The email says who recorded the meeting, and it arrives from that person's name followed by "via VoiceCap", so attendees can tell who it came from. People who don't have a VoiceCap account yet also see a short note about VoiceCap at the bottom, with a link to sign up. Emails are sent in English.
Two limits worth knowing. Manually uploaded audio has no attendee list, so nothing is sent for it no matter which option you pick. And an individual meeting can override the organization setting from the meeting page, which is where you turn one sensitive meeting off without changing the policy for everyone.
Domain auto-join
The Domain Settings card on Settings > Members (visible to Owner and Admin only) shows the email domain registered to your organization, which is what lets new signups from that domain be matched to it automatically. Only a domain a current member already uses in their email address is ever registered, and personal domains like Gmail are never registered.
The card is read-only: it lists the domain, and there's nothing on it to add or remove one. The domain is registered for you when the person who created the organization confirms their email address. Two things leave the card empty. Either nobody has confirmed their address yet, or another organization had already registered the domain, and a domain belongs to one organization only. While it's empty, new signups can't match your organization at all, so invite people by email instead. See Inviting people.
Once a domain is registered, an Auto-approve new users toggle appears:
- On: new signups from that domain join the organization as soon as they verify their email address, no admin action needed. See Email verification.
- Off: new signups from that domain create a pending join request instead, which an Owner or Admin approves or rejects from the same page. Approving sends the person nothing, so tell them yourself if they're waiting on it.
Either way, the role someone gets through the domain is decided at the moment they join. For a join request, that's the moment an Owner or Admin approves it, not when the person signed up. An existing user who already has an account keeps whatever role they already had.
On Free, everyone joins as Member, and the card says "On Free, everyone joins as Member."
On Pro and Business, a People who join from setting appears under the toggle, naming your domain. Pick what new people start as:
- Viewer · free: the default. They can open meetings and ask you for a recording seat.
- Member · €29/mo each on Pro (€49 on Business): each person who joins adds a paid seat and can record straight away.
If the organization goes back to Free, your choice is kept but not used: everyone joins as Member until you upgrade again.