Manage Users & Teams

Control who has access to Qubi, what they're allowed to do, and how your team is structured for analytics, coaching, and supervision. Everything on this page is managed from Settings > Users.

Invite team members

1. Go to Settings > Users
2. Click Invite User
3. Enter the user's first name, last name, email address, and (optionally) job title
4. Choose whether they are an Account admin (see Access roles)
5. Choose their seat type — Recording or Listener (see Seat types)
6. Send the invitation

The invited person receives an email and appears as Pending in the user list until they accept the invitation. A user who has registered but not yet connected a calendar (or Zoom) shows a separate warning badge.

Access roles

Qubi distinguishes three levels of access. Two are assigned explicitly, and one is derived automatically from your reporting structure.

Role	How it's assigned	What it can do
Member	Default for everyone	Personal meetings, coaching, schedule, and Ask Qubi. Sees only their own calls.
Manager	Automatic — becomes a manager as soon as at least one person reports to them	Everything a Member can do, plus Team Analytics and coaching over their reporting hierarchy.
Account admin	Explicit — the Account admin toggle	Everything above, plus the Settings > Users screen: invite users, assign seats, set managers and call visibility, and manage knowledge contributors.

There is no separate "Manager" flag to set: a user is a manager the moment they have direct reports, and stops being one when their last report is reassigned.

note

Account admin rights are per-account. A user who belongs to several accounts can be an admin of one and a regular member of another. The Account admin toggle only affects the account you're currently managing.

Seat types

Each user has a seat type that determines whether Qubi can record their live meetings. The seat type is chosen at invitation and can be changed later by an account admin.

Seat	Description	Counts against your seat limit?
Recording	The Qubi bot can auto-join their calendar meetings and be started manually to record live calls. Full recording, live coaching, and Ask Qubi.	Yes
Listener	Post-call only — can view, search, and analyze recordings they already have access to, but cannot start recordings or join live meetings.	No (unlimited)

Listeners may still connect their calendar and email so Qubi can ingest that data into your account; they simply don't get a bot joining their live meetings.

The Settings > Users header shows your usage as N/M Recording · Listener unlimited. Inviting a Recording seat is blocked when you're already at your Recording limit — either free up a seat or invite the user as a Listener.

note

Listener seats are ideal for coaches, analysts, or managers who review calls without being recorded themselves — they cost nothing against your seat limit.

Manager hierarchy & call visibility

Set up the reporting structure

For each team member, assign the person they report to:

1. Go to Settings > Users
2. Find the user and click Reports to
3. Select their manager (or No manager)

The hierarchy is recursive: managers see their direct reports, their reports' reports, and so on. Reassigning a manager takes effect immediately everywhere.

Call visibility (managers only)

For each manager you can control how far up their reporting tree they can see calls. This only widens call visibility — a meeting explicitly shared with someone is always visible to them regardless of this setting.

Setting	The manager sees
My calls	Only calls they participate in (own, participated, or shared) — the same as a rep
Direct reports	Their calls, plus calls where a direct report is a participant
Entire reporting tree	Their calls, plus calls where anyone in their recursive reporting tree is a participant

The default is Entire reporting tree. Because the set of visible people is computed live from the current reporting structure, changing a manager's reports automatically updates what they can see — no separate configuration needed.

Knowledge contributors

A knowledge contributor can add and curate Knowledge Base content (upload documents, resolve knowledge gaps, and so on) without holding full account-admin rights. Toggle the Knowledge contributor flag on a user's row to grant this. Account admins always retain these rights.

Remove a user

1. Go to Settings > Users
2. Find the user to remove
3. Click the delete action
4. Confirm the removal

note

Removing a user does not delete their historical meeting data. Past calls they were part of remain available to other participants and admins.