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

# Users & Teams: Manage Roles, Defaults, and Bot Setup

> Manage user roles, configure default Meeting Types by job role, and customize how Piper's recording bot appears for each member of your team.

The Users & Teams settings give admins full control over who has access to what in Piper, what default behavior each role gets, and how the recording bot is personalized per user. Everything here lives under **Settings → Users & Teams**.

## User Roles

Piper has three user roles: Read-Only, Standard, and Admin.

| Role              | Capabilities                                                                                                                                                                                                                                                           |
| ----------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Read-Only**     | View-only access to calls, transcripts, and reports in the web app. Cannot record calls, edit content, change workspace settings, or sign in to Piper Desktop.                                                                                                         |
| **Standard User** | Can adjust sharing settings on transcriptions they own. Cannot modify other users' transcriptions or workspace-wide settings.                                                                                                                                          |
| **Admin**         | Can adjust sharing settings on any transcription they have access to. Can manage workspace settings, create and edit Meeting Types, configure integrations, and manage other users. The workspace's **Owner** (the user who created it) has this same level of access. |

<Note>
  For HubSpot integration, at least one Piper Admin must also hold the **Super Admin** role in HubSpot. This is required for the OAuth connection to work correctly.
</Note>

## Team Setup: Default Meeting Types by Role

Team Setup is where you define the default Meeting Type for each job function and each call modality. When a call comes in and no keyword match applies, Piper falls back to the Team Setup defaults to assign the right Meeting Type automatically.

Navigate to **Settings → Users & Teams → Team Setup** to configure defaults.

For each role in your organization, you can set four defaults:

| Call Modality                  | What it covers                                             |
| ------------------------------ | ---------------------------------------------------------- |
| **Default for Video Calls**    | Zoom, Google Meet, Teams calls recorded by the bot         |
| **Default for Phone Calls**    | Calls processed through Aircall, Ringover, or HubSpot Call |
| **Default for Audio Uploads**  | Manual audio/video file uploads via the Home Page          |
| **Default for Agent meetings** | Calls initiated or handled by Piper Agent                  |

<Tip>
  Map each role to the Meeting Type they use most often as their default. For example: SDRs → `Discovery`, AEs → `Demo`, CSMs → `Check-in`. This ensures every rep automatically gets the right notes template, scoring rubric, and CRM fields — even for calls that don't match a keyword rule.
</Tip>

### Example Team Setup

Here's a typical configuration for a B2B SaaS revenue team:

| Role    | Video Default     | Phone Default        | Audio Default     |
| ------- | ----------------- | -------------------- | ----------------- |
| SDR     | Discovery         | Outbound Prospecting | Prospecting       |
| AE      | Demo              | Demo                 | Demo              |
| CSM     | Customer Check-in | Customer Check-in    | Customer Check-in |
| Manager | 1:1               | —                    | —                 |

## Managing Users

From **Settings → Users & Teams**, you can:

* **Invite new users** — Send an email invitation that walks the new user through connecting their calendar and configuring their account.
* **Change roles** — Promote a standard user to Admin or demote an Admin to standard user.

To deactivate a user instead, an Admin or the Owner can toggle their status off from **Settings → Billing**'s team member table — this revokes their access without deleting their historical transcriptions and data. Owners and your own account can't be toggled this way.

## Bot Name and Connection Message

Each user on your team can have a personalized bot display name and connection message — the message the bot sends to attendees when it joins a meeting.

To update these for a specific user:

<Steps>
  <Step title="Open Users settings">
    Go to **Settings → Users** and find the user you want to configure.
  </Step>

  <Step title="Edit the bot name">
    Enter the name the bot should appear under in the meeting. For example: `Alex's Notetaker`, `Piper AI`, or your company name.
  </Step>

  <Step title="Edit the connection message">
    Write the message the bot will send when it joins. A clear, friendly message helps attendees understand the recording purpose upfront.

    Example: *"Hi, I'm \[Name]'s AI assistant — I'll be taking notes during this call so \[Name] can stay focused on the conversation. Reach out if you have any questions."*
  </Step>

  <Step title="Save changes">
    Save. The new name and message take effect on the user's next bot-joined meeting.
  </Step>
</Steps>

<Tip>
  Personalizing the bot name builds attendee trust. A bot named after the rep (or your company) feels more intentional than a generic AI label. It also keeps your brand consistent across every customer-facing call.
</Tip>

## How Auto-Assignment and Team Setup Work Together

Team Setup defaults are the second layer in Piper's three-step Meeting Type auto-assignment process:

1. **Keyword matching** — Piper checks the meeting title against your keyword rules first.
2. **Team Setup defaults** — If no keyword matches, Piper uses the role-based defaults you've configured here.
3. **Global fallback defaults** — If neither applies, Piper falls back to the workspace-wide call type defaults set in **Settings → Meeting Types**.

Getting Team Setup right means the vast majority of calls land on the correct Meeting Type without any manual reassignment.