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.

Switch workspace

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

Invite members

Desktop: Sidebar > Teams, or Settings > Workspace > Invite Member > enter an email and role (Member or Admin).

Mobile: Home tab > the Add Team card > enter an email and send. Full member management opens from Settings (gear) > Workspace.

Roles

Admin: full access including workspace settings, billing, and member management.
Member: access to all meetings and features, but cannot change workspace settings or billing.
Viewer / Stakeholder: read-only access to shared meetings and can query the knowledge base via Kojo. Pro includes 2 stakeholder seats; Team includes 5 or more; Business is unlimited.

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. 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: Sidebar > Teams > the Groups section. Groups are available on the Team plan and above.

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 the group list read only, so they can tell why a meeting is scoped away from them.

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.

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.