Team, roles, and invites
Evidence is a team asset: the point of a workspace is that the QA lead's recording, the PM's requirement, and the stakeholder's question all live in one place. This guide covers roles, invites, seats, projects, and sharing beyond the workspace.
- Updated
- 8 October 2026
- Read
- 5 min
- For
- Admins and owners setting up a team
Four steps to a working team.
Be on a team-sized plan
Free and Pro are single-seat. Team plans start at 3 seats; Business and Enterprise scale from there. Every seat shares the pooled allowances, such as hours, questions, and pages, rather than getting a private slice.
Invite by email
Settings, then Team. Under Invite a teammate, enter their email, pick a role (Admin, Member, or Viewer), and choose Send invite. Pending invitations are listed below the members, where you can revoke them, and they count toward your seats so you are never surprised at accept time.
Settings, then Team: invite a teammate, the members and their roles, and what each role can do. They accept and land in the workspace
The invite email carries an accept link. New people set their name and password; anyone who already has a Citesvue account signs in to accept. Once in, everything in the workspace, such as recordings, findings, documents, and projects, is visible to them under their role.
Organise with projects
Create projects for clients, products, or sprints, and file recordings and documents into them. Projects are unlimited on every plan, and a project is also an Ask scope: Ask project answers from everything inside it.
Four roles, strictly ordered.
Each role includes everything below it. Pick the lowest role that lets the person do their job.
- Owner
- One per workspace, set at signup. Everything an admin can do, plus workspace deletion.
- Admin
- Manages members and invites, billing and plan changes, connects and disconnects integrations, picks destinations, deletes recordings, restarts processing. Everything a member can do.
- Member
- The working role: uploads recordings and documents, sends the meeting assistant, reviews and approves findings, asks questions, pushes to connected destinations, retries failed deliveries.
- Viewer
- Read-only: sees recordings, transcripts, findings, answers, and delivery history. Cannot upload, push, or change anything. The role for stakeholders who use the evidence without producing it.
Four boundaries that keep evidence trustworthy.
Approval is the quality gate
Findings must be approved before they can be pushed to a tracker. Members approve and push; the review step is what keeps Jira trustworthy.
Destructive actions are admin-only
Deleting recordings and restarting processing need an admin or owner, so a viewer or member cannot remove the team's evidence.
Destinations are admin-only
Where findings can be sent is workspace configuration: admins connect Jira or Slack once, everyone with the member role uses it.
Viewers cannot leak by pushing
A viewer cannot send anything out of the workspace through any integration: read-only means read-only at the delivery layer too, not just in the interface.
Seat counts and plan sizes are on pricing; how allowances pool is in the plans and usage guide.
Teams, answered.
Per-seat allowances pool: a 5-seat Team workspace shares one pot of hours, questions, and pages. Assistant minutes, simultaneous captures, retention, and the per-file size ceiling are workspace-level and do not change with seat count.
Yes. Admins and the owner can change any member between admin, member, and viewer at any time. There is exactly one owner.
Everything, changed by nothing: recordings, recaps, transcripts, findings with their evidence, Q&A history, and where things were delivered. Viewers exist so a stakeholder can verify without being able to alter.
Yes, with a share link: a read-only view showing the recording's title, duration, and status (no transcript, media, or owner identity). Links can expire after 24 hours, 7 days, or 30 days, or never, and regenerating the link revokes the old one. For real collaboration, invite them as a viewer instead.
Remove them from the members list; their seat frees immediately and they are notified. The workspace's recordings and findings are unaffected: work belongs to the workspace, not the individual.
Yes. Membership changes, invites, and integration activity are recorded, so who did what is answerable later: the same standard the product applies to meetings.
Yes. Accept an invitation from each workspace. The workspace name at the bottom of the sidebar switches between them, and Settings, then Workspaces, lists every workspace you belong to with your role and plan in each.