Setting Up Your Team

A step-by-step guide to inviting your team, assigning roles, creating voice rooms, and getting everyone talking on whoot.

Step 1: Plan Your Workspace

Before inviting anyone, decide how you want to structure your voice rooms. Common patterns include:

• By team — Engineering, Design, Sales, Support
• By project — Project Alpha, Q1 Launch, Client X
• By purpose — Standup, Pair Programming, Break Room, All-Hands

You can always add, rename, or remove voice rooms later. There's no limit on the number of voice rooms you can create.

Step 2: Invite Team Members

Navigate to Settings → Members and click Invite Member. Enter their email address and select a role:

• Admin — Full control over the workspace: manage members, voice rooms, billing, and settings
• End User — Join voice rooms, transmit audio, use voice room chat

You can also create custom roles with granular permissions. See User Roles & Permissions for the full permission reference.

Step 3: Create Voice Rooms

Go to your dashboard and click New Voice Room. For each voice room, you can configure:

• Name
• Which add-ons to enable (Recording, Transcription, Dial Out, Instant Messaging)
• Transmission permissions (open or restricted)

Pro tip: Start with a few voice rooms and expand as needed. Most teams begin with 2–4 voice rooms.

Step 4: Configure Roles

Default roles work well for most teams, but you can create custom roles for more control. Navigate to Settings → Roles to:

• Create new roles with specific permissions
• Assign permissions from 11 categories and 50+ individual actions
• Assign roles to users individually or in bulk

Step 5: Onboard Your Team

Once invites are sent, help your team get started smoothly:

1. Share the Quick Start guide — Send them this link
2. Test audio before the first meeting — Have everyone join a test voice room and verify their microphone works
3. Establish etiquette norms — Decide as a team whether to default to PTT or Latch mode, and which voice rooms are for focused work vs. casual chat
4. Configure browser permissions — Remind everyone to allow microphone access when prompted

Ongoing Management

As your team grows, you can:

• Add new members at any time — billing is pro-rated
• Reassign roles as responsibilities change
• Archive voice rooms that are no longer needed
• Enable SSO for automatic provisioning
• Run periodic access reviews to audit permissions

Next Steps

• User Roles & Permissions — Deep dive into the permission system
• Recording Guide — Enable recording on your voice rooms
• Billing & Subscriptions — Understand pricing and licence management