Workspaces and Teams

A workspace holds all your meetings, action items, decisions, and Kojo conversations.

Personal Space: every account has one; only you can see it.
Team Workspace: shared; everyone in it sees all meetings and Kojo can draw on the whole team's knowledge. Team workspaces with multiple members need the Team or Business plan.
Viewer Workspace: if someone gave you a Viewer Seat on their personal space, it appears as its own workspace, labelled with their name and photo, read-only, billed to them not you.

You can belong to up to 5 workspaces at once, any mix of team orgs and viewer seats. Switching selects the notifications, credit display, plan badge, and calendars for that workspace. Slack and Notion connections belong to the account that connected them, with sharing chosen on the Integrations page.

Switch workspace

Desktop: the workspace name in the top-left of the header > pick from every workspace you belong to.
Mobile: the workspace chip next to your avatar in the top bar > pick from the sheet.

Everything follows the switch: meetings, action items, Knowledge, the Bin, Teams, notifications, the credit balance, the plan badge and what Kojo can see all belong to the workspace that is open, and anything you create goes there. If MemorDesk is open in another browser tab, that tab moves to the new workspace when you return to it.

Billing is per workspace as well. A Team plan is bought for the workspace that is open, by its owner or an admin, and each workspace has its own subscription and renewal date. A personal Lite or Pro plan stays with you whichever workspace is open.

Settings per workspace

Your own settings are kept separately for each workspace. This covers Meeting Settings, Knowledge Base, Live Meetings, Notifications, AI Customization and custom vocabulary.

Your personal space holds your base settings.
A team workspace uses them until you change something while that workspace is open. From then on it has its own copy.
A bar at the top of each of those pages says which workspace the settings are for. Its Save to button lets you apply a save to your other workspaces or your personal space as well.
Use my personal settings in this workspace removes the workspace copy.
Action item emails, in app action item alerts, the weekly digest and your name aliases are the same in every workspace, because they cover all of them.

Profile, Security and Voice are the same in every workspace. On Settings > Workspace, an owner or admin of several workspaces can use Apply policies to to change meeting privacy, the default audience and instant transfers in their other workspaces at the same time. The name, logo and members always stay with the open workspace.

Create a workspace

Desktop: Settings > Workspace > name it and create.

After creating a workspace, opening Settings > Workspace while in Personal Space shows a Switch workspace button. Switching opens your team workspace dashboard, so no page from the previous workspace remains open in the new context.

Mobile: Team screen > Set up workspace. Reach the Team screen from Settings (gear) > Team, the workspace chip next to your avatar > Manage team, or the team card on Home.

Invite members

Desktop: Sidebar > Teams, or Settings > Workspace > Invite Member > enter emails and a role (Member, Admin or View Only). You can also pick groups under Add to groups (optional), and the invitees join them when they accept.

Mobile: Team screen > Invite member, or the team card on Home. Pick suggested colleagues from Calendar and Slack, or type addresses.

Invites are sent per email address. The accept link only works for the address it was sent to, so there is no general purpose join link to share.

Seats. A workspace that is not on Team has 5 seats, and invites that are still pending count towards them. When an invite will not fit, the invite window says the workspace is out of seats and offers owners and admins an Upgrade to Team button. Team has no seat limit: 5 seats are included and each extra member is ₦5,000 a month, added to the next renewal once they have joined. Before an invite adds a paid seat, the invite window shows how many paid seats it adds and the amount added to the renewal, and asks you to choose Agree and send. Nothing is charged at that moment. The owner and admins get a notification when a paid seat becomes active. Extra paid seats are paused while a workspace has a payment outstanding.

Accepting an invite

Open the emailed link, or tap the invite in Notifications inside the app. On mobile the invite is accepted in place and drops you on the Team screen.

Request to join an existing workspace

If you sign up with a work email and your company already has a workspace on MemorDesk, onboarding shows Join existing and the workspace instead of defaulting to a new one. You can request access, then a workspace owner or admin reviews the request from their Teams page, picks your role, and approves or declines it, you're notified either way.

This is available when the workspace has a detected company domain, which is set automatically when it is created with a matching work email.

Managing members

Desktop: Sidebar > Teams > the options menu beside a member.

Mobile: Team screen > tap a member. The sheet holds role changes, group membership, and removal. Owners and admins see these actions; everyone else sees the roster read only.

Roles

Owner: the person who created the workspace. Everything an admin can do, plus deleting the workspace, handing it over, and turning on instant transfers to personal space. Only the owner can delete the workspace, from the Delete workspace card at the bottom of Settings > Workspace. Admins cannot.
Admin: workspace settings, billing, member management, groups, and every meeting and action item in the workspace.
Member: records meetings, sends assistants, uploads documents, exports and shares, and sees what their groups allow. Cannot change workspace settings, billing or roles.
Viewer / Stakeholder: a member who can read and ask, and nothing else. In a Team, Business or Enterprise workspace a viewer sees, and can ask Kojo about, exactly what a member in the same groups can, and can play recordings in the app. A viewer cannot send assistants to meetings, record, upload, edit, move or delete meetings, export or download, share by link, email or Slack, invite people, change roles, manage groups or lead one, use API keys or connectors, or see billing, plans, credits and usage at all. A viewer can be assigned action items and change their status. Pro includes 2 stakeholder seats; Team includes 5, with unlimited additional seats at ₦5,000/seat/month; Business is unlimited at no extra cost.

Who owns what is recorded

The workspace owns every meeting recorded in it. The person who sent the assistant is shown as the recorder, but that is a credit, not ownership. Recorder powers (changing who can see the meeting, requesting a transfer to personal space, editing its details) last only while that person is an owner, admin or member of the workspace.

If a recorder is changed to a viewer or leaves, they lose those powers and lose access to what they recorded there. The meetings themselves stay in the workspace, nothing is deleted. A meeting that was private to that recorder appears for owners and admins under Unassigned meetings (desktop: Sidebar > Teams, near the top; mobile: Team screen), where an admin can open it and share it with the workspace or a group, move it, or delete it. If the person is restored, the meeting goes back to them on its own.

Meetings marked sensitive never leave the workspace through export, share links or Slack, in any role.

Workspace security (owners and admins)

Two factor authentication for the workspace. Desktop: Settings > Workspace, the Two factor authentication card. Mobile: the Team screen, the Security block near the bottom. It shows how many members have it on and offers three choices:

Off: members decide for themselves.
Remind: members without it see a reminder about twice a week. It never blocks them.
Require: every member must set it up. Pick a grace period (none, 3, 7, 14 or 30 days, counted from when you turn it on or from when someone joins). During it, members without two factor authentication see a banner at the top of every page with their date, and get an email. After it, they can't use MemorDesk until they set it up; they're taken to a setup page that also gives them recovery codes.

You must have two factor authentication on yourself before you can require it. Owners and admins can turn Require on; only the owner can turn it off again. Available on Team, Business and Enterprise plans.

Requiring a new password. On the Teams page (desktop), open a member's menu and choose Require new password; on mobile, tap the member on the Team screen. They're signed out on every device, their current password stops working, and they get an email with a link to set a new one. They must choose it before anything else, and if they use two factor authentication they verify that first. People who sign in with Google have no password, so they're only signed out. Admins can do this for members and viewers; the owner for anyone except themselves.

Reset everyone's password (owner only). Settings > Workspace, Reset everyone's password, or the Security block on the mobile Team screen. It does the same for every member except you. Type the workspace name to confirm. It can be used once a day.

Each member's row on the Team page shows whether they have two factor authentication on and whether a new password is still pending. Every change here is recorded in the workspace audit log.

New member notifications

When someone accepts an invite and joins, every existing member, not just owners and admins, gets an in-app notification and an email about it.

Action item visibility

Within a team workspace, owners and admins see every action item across the workspace. Members and viewers only see action items assigned to them, though they can mark their own assigned items done even if someone else created them, owners and admins get notified in-app when that happens. Kojo follows the same rule. Asked about a meeting, it lists the action items assigned to you and the ones with no owner, and only owners, admins and the meeting's recorder hear about everyone's. See Action Items and Decisions for the full breakdown.

Meeting visibility

Every workspace meeting has an audience, set by whoever recorded it. On desktop, open the meeting and use the "Visible to workspace" / "Restricted" button in the top-right. On mobile, open the meeting, tap the more menu, then Who can see this.

Everyone in workspace is the default. All members can open the meeting, its transcript, action items and decisions.
Specific groups shares it with the members of the groups you pick, and nobody else. Appears once your workspace has groups (see below).
Only me and people I invite hides the meeting from everyone else. The recorder picks specific teammates to invite.

A restricted meeting is hidden completely, not shown as locked. It does not appear in other people's meetings list or search, its action items and decisions stay off their pages, and Kojo will not use it when answering their questions. People who actually attended the meeting keep their access.

Groups (departments and squads)

Groups are the departments, squads, or committees inside a workspace: Leadership, Engineering, Sales, and so on. Their job is meeting visibility, scope a meeting to a group and only that group's members can see it.

Where: Desktop, Sidebar > Teams > the Groups section. Mobile, the Team screen > Groups. Groups are available on every plan.

Owners and admins create, rename, and delete groups, and manage any group's membership.
A group can have a lead, who manages that one group's members without being a workspace admin. That is the lead's only extra power.
Everyone else sees only the groups they belong to. A group you are not in is not shown to you on the Teams page at all, not its name, not its members. Owners and admins see every group.

Groups are flat. There is no nesting, and a person can belong to as many groups as needed, which covers real company structures without turning into an org chart to maintain.

To use one, open a meeting you recorded, set its visibility to Specific groups, and tick the groups that should have access. Regular members can pick only groups they belong to; owners and admins can pick any.

Deleting a group never widens access. A meeting that was visible only to that group becomes restricted to its owner instead.

A group's Slack channel

Once Slack is connected and channel checks are switched on, an owner, admin or the group's lead can choose the channel a group uses. Desktop: Sidebar > Teams > open the group > Slack channel > Choose a channel. Mobile: Team screen > tap the group > Slack channel. Only public channels, and private channels the MemorDesk app has been added to, are listed. A channel that includes people from outside your company, an archived channel and a direct message cannot be chosen.

Choosing a channel is a statement of intent, not permission. MemorDesk still checks who can read the channel every time it posts. A line under the channel says how well it fits the group, for example "Members match", or "1 person in the channel is not in this group". It only counts people and never names them. When it matches, the recap of a meeting scoped to this group posts to that channel automatically. Until it matches, nothing posts there.

Filtering by group

Once a workspace has groups, an audience dropdown appears beside the search box on the Meetings page and the Action Items page (and on the Meetings and Tasks tabs on mobile). Pick a group to narrow the list to that group's meetings, tasks and decisions; pick Everyone in workspace for the ones shared team wide, or Restricted to individuals for meetings shared with named people rather than a group.

The filter only narrows what you can already see. It never reveals a meeting your audience does not include.

Setting defaults instead of choosing every time

Nobody wants to set an audience on every meeting, so two defaults do it for you. The most specific one wins.

Workspace default (owners and admins, Settings > Workspace > Meeting privacy), applied to every workspace meeting as it is created:

Everyone in workspace, the standard behavior.
The recorder's groups, each meeting is automatically scoped to the groups its recorder belongs to. Someone who is in no group still records to the whole workspace, so nothing is hidden from everyone by accident.
Only the recorder, every meeting starts restricted.

Per calendar (Integrations > Google Calendar > the routing setting on a connection), which overrides the workspace default for meetings synced from that one calendar. Choose Workspace default, Everyone, Specific groups, or Only me.

That last one is the quickest way to handle a leadership or HR calendar: point that calendar at the right group once, and every event it syncs is scoped correctly from the moment it appears, while it is still an upcoming meeting.

Whoever records a meeting can always change its audience afterwards on the meeting page.

What restricted meetings do not do

A restricted meeting stays out of the places content usually spreads to:

It is not auto posted to Slack. Someone in its audience can still share it deliberately from the meeting page.
Notifications that quote its content, such as an action item being marked done, only reach people who can see the meeting.
It never reaches Kojo for anyone outside the audience.

People who attended the meeting still get the summary email, because they were in the room.

Compliance mode

Workspace owners can turn on Compliance mode under Settings > Workspace > Meeting privacy. When it is on, owners and admins can open meetings that members restricted, whether restricted to a group or to individuals, and the meeting page states this openly so nobody is surprised. When it is off, a restricted meeting is visible only to its creator, the people they invited or the groups they picked, and anyone who attended.

Moving a meeting to personal space

By default, moving one of your own workspace meetings back to your personal space needs admin sign off. From the meeting page, use Request Transfer (in the meeting's action row on desktop, or the more menu on mobile), pick a reason, and choose whether to hide the transcript from the reviewing admin. The meeting locks (no rename, delete, or edits) while the request is open.

An automated compliance scan checks the transcript for credentials, PII, financial figures, and any of the workspace's configured sensitive keywords, then an owner or admin reviews it from the Teams page's Transfer Requests panel and approves or declines. If you chose to hide the transcript, the admin sees the scan's risk score and summary instead of the transcript itself, unless they use the logged "Bypass Privacy & Force View" option, which requires a written justification and is permanently recorded.

When an owner or admin approves a request, they can tick Let people who attended keep access after it moves. It is off by default, so attendees lose access to a meeting that leaves the workspace unless the reviewer chooses otherwise.

Only current owners, admins and members can request a transfer for a meeting they recorded. Viewers and people who left cannot.

The workspace owner can allow instant transfers under Settings > Workspace, Instant transfers to personal space. It is off by default, and turning it on shows what it does first: the meeting and everything in it leaves the workspace and stops being available to your team and to Kojo, owners and admins are notified of each move but cannot undo it. Even with it on, restricted meetings, meetings marked sensitive and workspaces with admin access override on still need review. Any admin can turn it off again.