> ## Documentation Index
> Fetch the complete documentation index at: https://docs.buildbetter.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace Admin Controls

> Advanced permission management for enterprise teams

<Warning>
  **Admin Controls** are available on certain paid plans. Contact [support@buildbetter.ai](mailto:support@buildbetter.ai) to enable this feature for your workspace.
</Warning>

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.

## Overview

<CardGroup cols={2}>
  <Card title="Unlimited Admins" icon="users-gear">
    No restrictions on the number of administrators - assign admin rights to as many people as needed
  </Card>

  <Card title="Protected Settings" icon="shield-check">
    Organization-wide settings are only accessible to admins, keeping critical configurations secure
  </Card>

  <Card title="Member Autonomy" icon="user-check">
    Members retain control over their personal settings while being restricted from organization-wide changes
  </Card>

  <Card title="Default Privacy" icon="lock">
    Set organization-wide default privacy settings that apply to new members
  </Card>
</CardGroup>

## Understanding Admin vs Member Access

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

### What Non-Admins CAN Access

Non-admin members maintain full autonomy over their personal experience:

<Tabs>
  <Tab title="Personal Settings">
    ✅ **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
  </Tab>

  <Tab title="Core Features">
    ✅ **Content Creation**

    * Create and upload recordings
    * Generate documents
    * Extract signals
    * Use AI chat
    * Create folders and collections

    ✅ **Collaboration**

    * Access shared content
    * Participate in discussions
    * View team insights
    * Export personal data
  </Tab>

  <Tab title="Privacy Controls">
    ✅ **Personal Privacy**

    * Set privacy for own content
    * Override organization defaults
    * Control sharing permissions
    * Manage personal data visibility
    * Delete own content
  </Tab>
</Tabs>

### What Non-Admins CANNOT Access

Admin-only areas protect critical organizational functions:

<AccordionGroup>
  <Accordion title="Organization Settings" icon="building">
    ❌ **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
  </Accordion>

  <Accordion title="Team Management" icon="users">
    ❌ **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
  </Accordion>

  <Accordion title="Critical Configurations" icon="gear">
    ❌ **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
  </Accordion>

  <Accordion title="Financial & Security" icon="shield">
    ❌ **Billing & Usage**

    * Payment methods
    * Subscription management
    * Usage statistics
    * Invoice history

    ❌ **Security Settings**

    * Audit logs
    * Data retention policies
    * Export controls
    * Compliance settings
  </Accordion>
</AccordionGroup>

## Setting Default Privacy

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

<Steps>
  <Step title="Request Configuration">
    Email [support@buildbetter.ai](mailto:support@buildbetter.ai) with your desired default privacy settings
  </Step>

  <Step title="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
  </Step>

  <Step title="Implementation">
    BuildBetter support will:

    * Configure your chosen defaults
    * Apply to all new members joining
    * Provide documentation for your team
  </Step>

  <Step title="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
  </Step>
</Steps>

<Info>
  **Important**: Default privacy settings only apply to new content created after the configuration. Existing content retains its current privacy settings unless manually changed.
</Info>

## Enabling Admin Controls

### Prerequisites

Before enabling Admin Controls, ensure:

<Check>Your workspace is on a qualifying paid plan</Check>
<Check>You have identified who should be administrators</Check>
<Check>Team members understand the upcoming changes</Check>
<Check>You've documented admin responsibilities</Check>

### Activation Process

<Steps>
  <Step title="Contact Support">
    Email [support@buildbetter.ai](mailto:support@buildbetter.ai) with:

    * Your workspace name
    * List of initial administrators
    * Desired default privacy settings
    * Any specific requirements
  </Step>

  <Step title="Configuration Review">
    BuildBetter support will:

    * Verify your plan eligibility
    * Review your requirements
    * Schedule activation
    * Provide training materials
  </Step>

  <Step title="Activation">
    During activation:

    * Current admins retain access
    * Members see updated permissions
    * No data or settings are lost
    * Changes take effect immediately
  </Step>

  <Step title="Post-Activation">
    After enabling:

    * Review admin assignments
    * Communicate changes to team
    * Monitor for any issues
    * Adjust as needed
  </Step>
</Steps>

## Best Practices

### Admin Assignment

<CardGroup cols={2}>
  <Card title="Multiple Admins" icon="user-plus">
    Always have 2-3 admins minimum to prevent lockouts during vacations or departures
  </Card>

  <Card title="Role Clarity" icon="clipboard">
    Document which admin handles which areas (billing, integrations, team management)
  </Card>

  <Card title="Regular Reviews" icon="calendar">
    Audit admin list quarterly to ensure appropriate access levels
  </Card>

  <Card title="Succession Planning" icon="arrow-right">
    Have a plan for admin transitions when team members change roles
  </Card>
</CardGroup>

### 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

### Common Configurations

<Tabs>
  <Tab title="Enterprise">
    **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
  </Tab>

  <Tab title="Growing Startup">
    **Typical Setup:**

    * Founders as admins
    * Operations lead as admin
    * Everyone else as members

    **Default Privacy:** Workspace visible
  </Tab>

  <Tab title="Consulting Firm">
    **Typical Setup:**

    * Partners as admins
    * Project leads conditional admin
    * Consultants as members
    * Clients in separate workspaces

    **Default Privacy:** Custom by project
  </Tab>
</Tabs>

## Troubleshooting

### Common Issues

<AccordionGroup>
  <Accordion title="Member Can't Access Settings" icon="x-circle">
    **Symptom**: User reports missing settings options

    **Solution**: This is expected behavior. Direct them to their personal settings which remain accessible
  </Accordion>

  <Accordion title="Need Temporary Admin Access" icon="clock">
    **Symptom**: Member needs one-time admin access

    **Solution**:

    1. Temporarily promote to admin
    2. Complete required task
    3. Revert to member role
    4. Document the change
  </Accordion>

  <Accordion title="Admin Left Company" icon="user-x">
    **Symptom**: Lost admin access due to departure

    **Solution**: Contact [support@buildbetter.ai](mailto:support@buildbetter.ai) with proof of organization ownership for admin recovery
  </Accordion>
</AccordionGroup>

### 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](mailto:support@buildbetter.ai) for technical problems
4. **Emergency Access**: For urgent admin access issues, call our priority support line

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="Can we have unlimited admins?" icon="infinity">
    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.
  </Accordion>

  <Accordion title="Will existing members lose access to features?" icon="lock">
    No. Members retain full access to all core BuildBetter features. They only lose access to administrative functions they likely weren't using anyway.
  </Accordion>

  <Accordion title="Can members still invite others?" icon="user-plus">
    By default, no. Only admins can invite new members when Admin Controls are enabled. This prevents unauthorized access and helps maintain security.
  </Accordion>

  <Accordion title="What happens to existing content?" icon="folder">
    Nothing changes for existing content. Current privacy settings and permissions remain exactly as they were. Only new content follows the default privacy rules.
  </Accordion>

  <Accordion title="Can we disable Admin Controls later?" icon="toggle-off">
    Yes. Contact support to disable Admin Controls. All members will regain full access to administrative functions.
  </Accordion>
</AccordionGroup>

***

<Note>
  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](mailto:support@buildbetter.ai).
</Note>