Setting Up Your Team
A step-by-step guide to inviting your team, assigning roles, creating channels, and getting everyone talking on whoot.
Step 1: Plan Your Workspace
Before inviting anyone, decide how you want to structure your channels. 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 channels later. There's no limit on the number of channels 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, channels, billing, and settings
- End User — Join channels, transmit audio, use in-channel chat
You can also create custom roles with granular permissions. See User Roles & Permissions for the full permission reference.
Step 3: Create Channels
Go to your dashboard and click New Channel. For each channel, 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 channels and expand as needed. Most teams begin with 2–4 channels.
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:
- Share the Quick Start guide — Send them this link
- Test audio before the first meeting — Have everyone join a test channel and verify their microphone works
- Establish etiquette norms — Decide as a team whether to default to PTT or Latch mode, and which channels are for focused work vs. casual chat
- 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 channels 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 channels
- Billing & Subscriptions — Understand pricing and licence management