Most teams start with one person transcribing everything and pasting results into chat. It works until someone needs last quarter's client call and nobody can find it. A shared library fixes that: recordings, transcripts and folders live in one place, and every member searches the same set.
Decide who actually needs a seat
Business is billed per user and only the workspace owner is charged, so the seat count is the only number you have to get right. Count the people who will upload or open transcripts — not everyone who might read an exported summary, since exports can be shared with anyone.
- Pick the seat count when you subscribe, from one seat upwards.
- Pending invitations occupy a seat until they are accepted or removed.
- Yearly billing costs ten months instead of twelve, for every seat.
Structure folders before the first upload
Folders are the difference between a library and a pile. Name them the way your team already talks — by client, by show, by month — and share the folder rather than individual files, so anything added later is visible automatically.
Rename recordings to source plus date at upload time. Search works on partial memory, and 'Acme kickoff 12 Aug' beats 'recording-4.mp3' every time.
Keep an audit trail
The workspace activity log records member changes, sharing and deletions, so a missing file is a question with an answer instead of an argument. Owners can also remove a workspace outright; it stays restorable for seven days before it is gone for good.
If you later move to a smaller plan, workspaces beyond what your plan covers are locked rather than deleted — nothing is lost, and everything reopens when an eligible plan is restored.
Set Up Your Shared Library
Create a workspace, invite the people who need it, and keep every transcript searchable in one place.
Start Your Team Library