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Admin Controls are available on certain paid plans. Contact support@buildbetter.ai to enable this feature for your workspace.
Admin Controls provide granular permission management for larger organizations that need to separate administrative functions from general usage. This feature ensures that critical settings remain protected while giving team members the autonomy they need for their daily work.

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Overview

Unlimited Admins

No restrictions on the number of administrators - assign admin rights to as many people as needed

Protected Settings

Organization-wide settings are only accessible to admins, keeping critical configurations secure

Member Autonomy

Members retain control over their personal settings while being restricted from organization-wide changes

Default Privacy

Set organization-wide default privacy settings that apply to new members

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Understanding Admin vs Member Access

When Admin Controls are enabled, your workspace operates with clear permission boundaries:

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What Non-Admins CAN Access

Non-admin members maintain full autonomy over their personal experience:
  • Personal Settings
  • Core Features
  • Privacy Controls
✅ Profile & Preferences
  • Profile information and avatar
  • Notification preferences
  • Email settings
  • Time zone and language
  • Personal API tokens
✅ Individual Integrations
  • Personal calendar connections
  • Individual Slack notifications
  • Personal export preferences
  • Custom keyboard shortcuts

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What Non-Admins CANNOT Access

Admin-only areas protect critical organizational functions:
❌ Workspace Configuration
  • Workspace name and branding
  • Bot name and appearance
  • Domain management
  • Default language settings
❌ Recording Controls
  • Call recording rules
  • Auto-join configuration
  • Bot permissions
  • Platform integrations
❌ Member Administration
  • Inviting new members
  • Removing team members
  • Changing user roles
  • Viewing full member list
  • Managing permissions
❌ Access Controls
  • Domain allowlisting
  • Invite link generation
  • SSO configuration
  • Guest permissions
❌ System Settings
  • Taxonomy management
  • Custom document templates
  • Organization-wide integrations
  • Workflow automations
  • Custom context (AI training)
❌ Integration Management
  • CRM connections (Salesforce/HubSpot)
  • Support platform integrations
  • Enterprise tool connections
  • API configurations
❌ Billing & Usage
  • Payment methods
  • Subscription management
  • Usage statistics
  • Invoice history
❌ Security Settings
  • Audit logs
  • Data retention policies
  • Export controls
  • Compliance settings

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Setting Default Privacy

Organizations can establish baseline privacy settings that apply to all new content and members:
1

Request Configuration

Email support@buildbetter.ai with your desired default privacy settings
2

Choose Privacy Level

Select your organization’s default:Private by Default
  • All new content is private to creator
  • Users must explicitly share
  • Best for: Sensitive industries, regulated environments
Workspace by Default
  • All new content visible to workspace members
  • Users can restrict if needed
  • Best for: Transparent cultures, small teams
Custom Rules
  • Different defaults for different content types
  • Role-based visibility
  • Best for: Complex organizations
3

Implementation

BuildBetter support will:
  • Configure your chosen defaults
  • Apply to all new members joining
  • Provide documentation for your team
4

User Override Rights

Individual users always retain the ability to:
  • Change privacy for their own content
  • Set personal preferences
  • Create private folders
  • Control sharing on a per-item basis
Important: Default privacy settings only apply to new content created after the configuration. Existing content retains its current privacy settings unless manually changed.

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Enabling Admin Controls

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Prerequisites

Before enabling Admin Controls, ensure:
Your workspace is on a qualifying paid plan
You have identified who should be administrators
Team members understand the upcoming changes
You’ve documented admin responsibilities

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Activation Process

1

Contact Support

Email support@buildbetter.ai with:
  • Your workspace name
  • List of initial administrators
  • Desired default privacy settings
  • Any specific requirements
2

Configuration Review

BuildBetter support will:
  • Verify your plan eligibility
  • Review your requirements
  • Schedule activation
  • Provide training materials
3

Activation

During activation:
  • Current admins retain access
  • Members see updated permissions
  • No data or settings are lost
  • Changes take effect immediately
4

Post-Activation

After enabling:
  • Review admin assignments
  • Communicate changes to team
  • Monitor for any issues
  • Adjust as needed

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Best Practices

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Admin Assignment

Multiple Admins

Always have 2-3 admins minimum to prevent lockouts during vacations or departures

Role Clarity

Document which admin handles which areas (billing, integrations, team management)

Regular Reviews

Audit admin list quarterly to ensure appropriate access levels

Succession Planning

Have a plan for admin transitions when team members change roles

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Communication

When implementing Admin Controls: Before Activation
  • Announce the change with clear timeline
  • Explain what will and won’t change
  • Address concerns proactively
  • Provide training resources
After Activation
  • Send summary of new permissions
  • Highlight where to get help
  • Monitor for confusion
  • Gather feedback

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Common Configurations

  • Enterprise
  • Growing Startup
  • Consulting Firm
Typical Setup:
  • IT team as admins for integrations
  • HR as admin for team management
  • Department heads for their areas
  • All others as members
Default Privacy: Private by default

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Troubleshooting

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Common Issues

Symptom: User reports missing settings optionsSolution: This is expected behavior. Direct them to their personal settings which remain accessible
Symptom: Member needs one-time admin accessSolution:
  1. Temporarily promote to admin
  2. Complete required task
  3. Revert to member role
  4. Document the change
Symptom: Lost admin access due to departureSolution: Contact support@buildbetter.ai with proof of organization ownership for admin recovery

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Getting Help

If you encounter issues with Admin Controls:
  1. Check Documentation: Review this guide and related articles
  2. Contact Admins: Your workspace admins can help with most issues
  3. Email Support: support@buildbetter.ai for technical problems
  4. Emergency Access: For urgent admin access issues, call our priority support line

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Frequently Asked Questions

Yes! There’s no limit to the number of administrators you can assign. We recommend having enough admins to cover all time zones and departments while maintaining security.
No. Members retain full access to all core BuildBetter features. They only lose access to administrative functions they likely weren’t using anyway.
By default, no. Only admins can invite new members when Admin Controls are enabled. This prevents unauthorized access and helps maintain security.
Nothing changes for existing content. Current privacy settings and permissions remain exactly as they were. Only new content follows the default privacy rules.
Yes. Contact support to disable Admin Controls. All members will regain full access to administrative functions.
Admin Controls help larger organizations maintain security and consistency while preserving the flexibility that makes BuildBetter powerful. For questions about enabling this feature for your workspace, contact support@buildbetter.ai.