Organization management and operations guide

This guide explains how to manage organizations in Notta, covering creation, workspace operations, domain verification, and role permissions. It helps administrators oversee their organization efficiently and securely.

Prerequisites for using this feature
Plan: Available only on Enterprise Plan
Role: Only the Owner can configure
Platform: Notta Web

1. Introduction to Organizations

The Organization feature is designed for enterprise administrators who need to manage multiple Notta workspaces from a single, centralized dashboard.

Core Benefits:

• Centralized Management: Oversee all your company's workspaces, members, and security settings in one place.
• Strict Data Isolation: Each workspace within the organization acts as a secure container. Data is physically isolated, meaning members of one workspace cannot access information in another unless they are explicitly invited.
• Separation of Powers: As an Organization Owner, you have administrative control over the structure (which workspaces are included, domain settings, etc.), but you cannot access the actual notes or recordings within a workspace unless you are also a member of that specific workspace.

2. Getting Started: Create an Organization

The Organization feature is available exclusively for the Enterprise Plan. The creation process is roughly as follows:

1. The Notta sales representative responsible for your company's service onboarding enables the Organization feature for the target Enterprise workspace.
2. The owner of that workspace automatically becomes the Organization Owner, gaining access to the Organization management dashboard.

3. Manage Your Organization (For Org Owners)

3.1 General Settings

• Edit Organization Name: You can change the display name of your Organization. The maximum length is 50 characters.
• Transfer Ownership: Only the current Organization Owner can perform this action. You can transfer your ownership to another member within the organization. For security, you will be required to re-enter your password to confirm this action. The former owner loses organization-level permissions.
• Disband Organization: This is a permanent and irreversible action. When an organization is disbanded:
  • The Organization itself is deleted.
  • All workspaces previously under its management will become independent, standalone workspaces.
  • Crucially, no data within the workspaces will be deleted as part of this process. You will be required to type the organization's name to confirm this action.

3.2 Workspace Management

• View Workspace List: See a complete list of all workspaces within your organization, including their creation date, number of members, and recording count.
• Invite an Existing Workspace: You can bring other existing Enterprise workspaces under your organization's management.
  • This is done by inviting them using their unique Workspace ID.
  • An invitation email will be sent to the owner of that workspace.
  • The workspace owner must accept the invitation to complete the process. Once accepted, their workspace becomes part of your organization.

  Note: You can only invite other Enterprise workspaces.

• Remove a Workspace: Only the Organization Owner can remove a workspace.
  • This is a high-risk action requiring multiple confirmation steps, including entering the Workspace Owner's email and your own password.
  • When a workspace is removed, it reverts to being an independent, standalone workspace.
  • Its data and members remain intact, but it is no longer managed by your organization.

3.3 Domain Verification

Domain verification is required to prove ownership of your company's domain, which is a prerequisite for features like SSO. You can add up to 100 domains.

Verification Process:

1. Add your domain (e.g., your-company.com) in the settings.
2. Notta will provide a unique TXT record (a code).
3. Add this TXT record to your domain's DNS settings.
4. Return to Notta and start the verification process.

Verification Statuses:

• 🔄 Verifying: The system is checking your DNS records. This can take up to 48 hours for changes to propagate globally.
• ✅ Verified: Your domain ownership has been successfully confirmed.
• ❌ Verification Failed: The process failed. This could be due to an incorrect TXT record, DNS propagation delays, or the domain already being verified by another organization on Notta. You can retry the verification from the dashboard.

4. Subscription and Expiry

Each workspace's subscription is managed individually. If a workspace's Enterprise subscription expires:

1. Pre-expiry Warnings: The Organization Owner and the Workspace Owner will receive reminder emails 30, 15, and 7 days before expiration.
2. Frozen State (Grace Period): Upon expiration, the workspace enters a 30-day "frozen" state.
   • During this period, no members of that workspace can log in or access any data.
   • The Organization Owner can see the workspace's status but cannot manage it.
3. Permanent Deletion: If the subscription is not renewed within the 30-day grace period, the workspace and all of its data will be permanently deleted.

5. Roles and Permissions