Mavio teams let you collaborate on meeting notes, share recordings automatically, and manage access across your organization.

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Creating a team

1

Go to team settings

Navigate to Settings > Team.
2

Create your team

Click Create Team and enter your team name (typically your company or department name).
3

Set your domain (optional)

Add your email domain (e.g., yourcompany.com) to allow anyone with a matching email to join automatically.
4

Invite members

Enter email addresses to invite teammates. They will receive an invitation link via email.

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Roles and permissions

RolePermissions
OwnerFull control — manage billing, settings, members, and all recordings. One owner per team.
AdminManage members, settings, and all team recordings. Cannot change billing or transfer ownership.
MemberRecord meetings, view shared recordings, manage own recordings. Cannot change team settings.
ViewerView shared recordings only. Cannot record or manage any settings.

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Changing roles

  1. Go to Settings > Team > Members.
  2. Click the role dropdown next to a member’s name.
  3. Select the new role.
Only the team owner can promote members to admin. To transfer ownership, go to Settings > Team > Transfer ownership and select the new owner.

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Inviting members

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Email invitation

  1. Go to Settings > Team > Members.
  2. Click Invite.
  3. Enter one or more email addresses.
  4. Select the role for the invitees.
  5. Click Send invitations.
Invitees receive an email with a link to join. The invitation expires after 7 days.

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Domain auto-join

Enable domain auto-join so anyone who signs up with your company email domain is automatically added to your team:
  1. Go to Settings > Team > Domain.
  2. Enter your domain (e.g., yourcompany.com).
  3. Verify domain ownership via DNS TXT record or admin email confirmation.
  4. Choose the default role for auto-joined members (typically Member).
Domain auto-join reduces friction for large teams. New employees who sign up for Mavio are added to your team automatically without individual invitations.

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Sharing and visibility

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Automatic sharing

Configure how recordings are shared within the team:
SettingBehavior
Share with attendeesRecordings are automatically visible to team members who were on the call
Share with teamAll recordings are visible to all team members
Private by defaultRecordings are private until explicitly shared
Set the default in Settings > Team > Sharing.

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Manual sharing

Share individual recordings with specific team members:
  1. Open the recording.
  2. Click Share.
  3. Select team members or enter email addresses.
  4. Choose permission level: View or View + Edit.

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Team-wide settings

Admins and owners can configure settings that apply to all team members:
SettingDescription
Default recording methodSet the default for new members
Required bot nameEnforce a specific bot display name for all team recordings
Summary formatSet the default summary format for all team members
Retention policyAuto-delete recordings after a specified period
Privacy mode requirementRequire privacy mode for specific meeting types
Integration restrictionsControl which integrations team members can enable

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Usage and analytics

The team dashboard (Settings > Team > Usage) provides:
  • Recording hours — total hours recorded this month vs. plan limit
  • Active users — team members who recorded at least one meeting
  • Top users — members with the most recordings
  • AI usage — Mavio AI queries consumed this month
  • Integration activity — how often meetings are pushed to Slack, Notion, or CRMs

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Removing members

  1. Go to Settings > Team > Members.
  2. Click the three-dot menu next to the member’s name.
  3. Select Remove from team.
  4. Choose what happens to their recordings:
    • Transfer to team — recordings become owned by the team
    • Keep with user — recordings remain in the user’s personal account
    • Delete — permanently remove their recordings
Removing a member is immediate. They will lose access to all team recordings. Their personal recordings (if kept) remain accessible from their individual account.

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Team management

A detailed view of what each role can do:
CapabilityOwnerAdminMemberViewer
Record meetingsYesYesYesNo
View own recordingsYesYesYesN/A
View shared team recordingsYesYesYesYes
Edit transcriptsYesYesOwn onlyNo
Share recordings externallyYesYesYesNo
Invite team membersYesYesNoNo
Remove team membersYesYesNoNo
Change member rolesYesYes (not to Owner)NoNo
Edit team settingsYesYesNoNo
Manage billingYesNoNoNo
Transfer ownershipYesNoNoNo
Delete the teamYesNoNoNo
There are multiple ways to bring people onto your team:Email invitation: Send individual invitations from Settings > Team > Members > Invite. Enter email addresses, select a role, and click Send. Invitations expire after 7 days and can be resent from the pending invitations list.Bulk invitation: Paste a comma-separated list of email addresses or upload a CSV file with one email per line. All invitees receive the same role, which you can change after they join.Invite link: Generate a shareable invite link from Settings > Team > Members > Invite link. Anyone with the link can join your team with the default role. You can expire or regenerate the link at any time.Domain auto-join: Enable in Settings > Team > Domain so anyone signing up with your company email domain is automatically added. See the domain auto-join section above for setup details.
Team plans are billed per seat (active team member):
  • Adding seats — when you invite a new member and they accept, a seat is added to your plan. You are billed pro-rata for the remainder of the current billing period.
  • Removing seats — when you remove a member, the seat is freed at the end of the current billing period. You are not refunded for the current period.
  • Viewer seats — Viewer-role members do not consume a paid seat on most plans. Check your specific plan details.
  • Billing overview — view current seat count, cost per seat, and next billing date in Settings > Team > Billing.
  • Invoices — download past invoices from Settings > Team > Billing > Invoice history.
Use the Viewer role for stakeholders who only need to read meeting notes. This keeps your paid seat count lower.
Some settings apply at the team (workspace) level and some at the individual level. Here is how they interact:
SettingWorkspace levelPersonal levelWhich takes priority?
Bot display nameRequired bot nameCustom nameWorkspace overrides personal
Summary formatDefault for teamUser preferencePersonal preference unless workspace enforces
Privacy modeCan be requiredCan be enabledWorkspace requirement overrides
Retention policyAuto-delete periodN/AWorkspace setting applies to all
Notification preferencesN/APer-userPersonal only
Recording qualityTeam defaultUser preferencePersonal preference
Team owners and admins can mark certain workspace settings as enforced, which prevents individual members from overriding them. Non-enforced settings serve as defaults that members can customize.
When removing a team member, you have control over what happens to their data:
  1. Go to Settings > Team > Members.
  2. Click the three-dot menu next to the member.
  3. Select Remove from team.
  4. Choose a data handling option:
    • Transfer to team — their recordings become team-owned, accessible to admins and the team.
    • Keep with user — recordings stay in the person’s personal account (they retain access outside the team).
    • Delete — permanently remove all their recordings and associated data.
The removed member immediately loses access to all team recordings, shared content, and team settings. They can still use their personal account if they have one.
Only the current Owner can transfer ownership to another team member:
  1. Go to Settings > Team > Transfer ownership.
  2. Select the member who will become the new Owner.
  3. Confirm the transfer.
After the transfer:
  • The new Owner gains full control including billing management.
  • The previous Owner is demoted to Admin (they retain all Admin capabilities but lose billing and ownership transfer access).
  • All team settings, recordings, and integrations remain unchanged.
Ownership transfer is immediate and cannot be undone by the previous Owner. Ensure you are transferring to the correct person.