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 groups and manages every group in the organization, manages billing and organization settings, and edits or deletes any meeting they can already see, except ones they see only through oversight. Does not automatically see a colleague's private meetings; on Business, can be given oversight by the Owner. 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. Creates groups and manages the ones they created. |
| Viewer | No | Opens meetings shared with them. Can't record, upload, edit, or change sharing on any meeting. Can be added to a group and can leave one, but can't create one. |
The "Paid seat" column applies to Pro and Business. On Free no role uses a paid seat, so you can add as many Members and Admins as you want; they share the plan's 300 minutes. When you upgrade, every Owner, Admin, and Member becomes a paid seat. Viewer is free on every plan, so people can open a meeting shared with them without your organization paying for an extra seat. See Seats and roles.
A Viewer who opens New Meeting sees a page explaining that recording needs a member seat, with Ask for a recording seat. One request covers recording and uploading, and the Owner and Admins answer it in Settings > Members. See Managing roles.
Only the organization Owner sees a colleague's private meetings by default, and only when owner oversight is turned on for the organization. On Business, the Owner can also give oversight to named Admins. See Private meetings for what "private" does and doesn't hide, how an Owner turns oversight off, and how oversight for admins works.
Changing a role
An Admin or Owner changes a member's role from Settings > Members: click the pencil icon next to their name, then pick a new role from the list. On Pro or Business, 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. On Free the promotion is free and applies without a confirmation step. Moving someone back to Viewer never needs a confirmation.
You can't pick Owner from this list. Ownership moves through a transfer instead, described below.
Transferring ownership
The Owner can hand ownership to an Admin. In Settings > Members, click the pencil icon next to the Admin's name, click Make owner, then confirm with Transfer ownership. They become the Owner, owner oversight included, and you stay on as an Admin without oversight. Oversight the new Owner had as an Admin is removed, because they now have it as the Owner, and so is every other Admin's. They can give you, or another Admin, oversight from Settings > Members on Business. To hand ownership to a Member or Viewer, make them an Admin first. A deactivated Admin can't receive it.
An Owner can't leave an organization that still has other members. Transfer ownership first, then leave as an Admin.