Organization Members and Shared Accounts For Teams

A shared account lets your team work in one Rev organization, share files and workspaces, and place orders with one billing method. This article explains how user seats work, how to add and remove seats and users, what each user role can do, and what happens when you remove someone from your account.

You manage your team on the Plan Management page: click your name in the top right corner and select Manage Subscription.

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In this article

• User Seats Explained
• Add User Seats
• Remove User Seats
• User Roles and Permissions
  • Viewer
  • Member / Contributor
  • User Manager
  • Billing Manager
  • Admin
• Add Users
• Change a User’s Role or Remove a User
• Removed Users FAQ

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User Seats Explained

Your subscription includes one user seat. To add team members, you add a seat for each person and then invite them.

Each seat costs the same as one subscription on your plan and adds that plan’s AI minutes. For example, each Essentials seat adds another Essentials subscription and another 5,000 AI minutes a month. For current prices, see the Rev Pricing page.

The number of seats depends on your plan:

• Free and pay-per-minute accounts: 1 seat. You can’t add seats.
• Essentials: up to 3 seats.
• Pro: up to 5 seats.
• Enterprise/Unlimited: unlimited seats.

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Add User Seats

1. On the Plan Management page, under Users, click Add Seats.
2. Enter the number of seats you want to add.
3. Review the charges. You pay a prorated amount today for the rest of your billing cycle, and the new seats are included in your next bill.
4. Check the confirmation box and click Add Seat.

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Remove User Seats

You can only remove seats that aren’t assigned to a user. To free up a seat, remove the user first (see Change a User’s Role or Remove a User).

1. On the Plan Management page, under Users, click Remove Seats.
2. Enter the number of seats to remove. The window shows how many seats you have and how many you can remove.
3. Click Confirm.

The change takes effect at the start of your next billing cycle.

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User Roles and Permissions

When you invite someone, you choose their role. Everyone on the account uses the billing method on file. Only Admins and Billing Managers can change the payment method, add to a prepaid balance or pay invoices.

 

Viewer 

Viewers can view and comment on files shared with them. They can’t upload files, place orders, edit transcripts or use AI Templates.

• View shared transcripts and summaries.
• Add comments to shared files.
• Open shared workspaces and files (view only).

 

Member / Contributor

Members can do everyday work but can’t change account settings. They place orders with the account’s billing method but can’t see the card details. They can only see the other members of workspaces they belong to.

• Record and upload files.
• Order AI and human transcripts.
• View and edit their own transcripts and summaries.
• Comment on and annotate transcripts.
• Open shared workspaces and files.
• Use AI Templates, and create their own on Pro and Enterprise/Unlimited.

 

User Manager

User Managers have all the same abilities as Members but can also view all members of the organization, add and remove members, and view billing information.

 

Billing Manager

Billing Managers can edit the payment method on file, view billing information, and make payments to Rev on the organization's behalf. Billing Managers are not able to change user roles or revoke teammates.

 

Admin

Admins have full access to the account. They can:

• Invite users with any role, including other Admins, and choose who becomes a User Manager.
• Change the payment method and manage billing.
• Set up integrations, such as calendars and meeting platforms.
• Open and manage all workspaces and files, and view and edit all transcripts and summaries.
• Create and manage the account’s AI Templates (Pro and Enterprise/Unlimited).

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Add Users

You need an open seat for each person you invite. If you don’t have one, add seats first.

1. On the Plan Management page, under Users, click Invite Users.
2. Choose a role under Assign Role.
3. Enter one or more email addresses, separated by commas.
4. Click Invite users.

Each person gets an email with instructions to join your account.

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Change a User’s Role or Remove a User

1. On the Plan Management page, click the ellipses menu (•••) to the right of the person’s name.
2. Select Change Role or Remove User.
3. If you’re removing the user, click Confirm in the Deactivate User window.

Removing a user closes their Rev account right away. They lose access to your organization and to their past orders. As the account owner, you keep access to those orders.

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Removed Users FAQ

What happens when I remove a user?

When you revoke a user or manager from a shared account, it closes that account. This means that the user will no longer have access to their Rev account, including any past orders. As the account owner, you will still be able to access these orders.

 

Can I add someone back after removing them?

While you cannot un-revoke someone, you can re-invite a person to your team at a later time. Simply send a new invitation. When they accept, this will create a new user in your shared account. It does not reactivate the old account or give them access to their past order history.

 

My account was removed from a team. Can I access my past orders?

Once an account is revoked, you will no longer be able to access your past orders. This includes any orders that may have been placed prior to joining the shared account. 

 

My account was removed from a team. Can I create a new account?

Yes, you can create a new account using the same email address. Please keep in mind that this will be a new account, and you will not have access to any past orders. 

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