How Sembly Workspaces Work

• Agent Behavior – Instead of multiple Sembly Agents joining meetings, a single Workspace Agent joins all meetings for all workspace members, boosting efficiency and reducing clutter.

• Collaboration & Shared Access – Multiple team members can access, share, and collaborate on meeting notes, transcriptions, and insights in one centralized workspace (unless restricted).

• Centralized Admin Controls – Workspace Admins can manage user permissions, monitor usage, and enforce security policies for better control over data and privacy. Regular Users cannot manage or view Workspace Automations or access Workspace Settings (Details, Teams, Members, Plans, Billing), but they can view the Workspace Details page.

• Centralized Meeting Management - All meeting recordings and transcripts are stored in one place, making it easy for managers to track discussions across teams. The Teams feature allows adding the appropriate team as a filter in any Workspace Automations to better route meeting data from Sembly to other tools.

• Enhanced Video Quality – Workspaces on the Enterprise tier can leverage a higher video recording quality for presentations.

• Workspace Automations – Enable tracking of tasks and reviewing meeting notes or transcriptions from each meeting within your Sembly workspace.

• Priority Support & Compliance – Businesses on the Enterprise plan receive priority customer support and additional compliance features such as HIPAA along with automatic opt-out from machine learning.
  
  

Billing in the Workspace 

- In the Workspace, Billing is centralized.

- Workspace Admins can add payment methods and manage invoices. 

- Admins can switch between service plans for the whole Workspace. 

- Regular Users can’t view the Billing section.

Meetings in the Workspace 

Unlike individual Sembly plans, where each meeting invitee has their own Sembly agent, users within a Workspace share a single agent assigned to the Workspace.

For example, if your Workspace agent is named “Notetaker,” it will appear as “Notetaker” whenever it joins a meeting.

• Meetings within the Workspace will have only one Sembly agent present.
• Workspace members invited to a meeting will all have access to it in Sembly.
• Sembly users from another Workspace will have their own personal agent in the meeting. As a result, they will have a separate recording and will not have access to your meeting in Sembly unless you share it.

Meeting Status Synchronization

Meeting statuses synchronize dynamically between workspace members based on their individual settings and actions. Here’s how it works:

1. If a meeting is scheduled, but a member toggles “Attend” off – The meeting will change to Not Scheduled for the entire workspace. 

   • If another member toggles it back on, the meeting will be scheduled again.
   • If multiple members continue toggling the setting on and off, the Sembly Agent will follow the last recorded setting before the meeting starts.
   • The final decision on whether the agent joins depends on the last change made approximately 5 minutes before the scheduled start time. Any toggling too close to the start time may not take effect as the agent prepares to join shortly beforehand.

      

2. If a meeting is scheduled, but a member connects or reconnects a calendar where the meeting is set to “Attend Off” (calendar setting "Do not automatically attend" or "Only meetings I created") – The meeting will keep the status "Scheduled."
   
   When connecting calendars and no manual toggling has occurred, the "Attend" setting takes precedence. For example, suppose Meeting A is currently "Not Scheduled" for all users in the workspace. If User B connects their calendar, and their calendar settings indicate that Meeting A should be "Scheduled," the "Attend" status overrides the existing settings. As a result, Meeting A will switch to "Scheduled" across all user accounts in the workspace.

FAQ

How many workspaces can I create?

Each new account creates a new workspace. Users who created their accounts using the workspace invite link join the existing workspace. If registered users join another workspace, they automatically become a part of the new workspace. 

How do I join a workspace that my team has already created?

If you want to join an already created workspace, you can request that the Workspace Admin invite you to that particular workspace.

Who can manage a workspace?

Workspace management includes billing, workspace details, members and teams management, and service plan selection. It's available for members with the role of a workspace admin.

Users with a regular member role won't be able to access the workspace settings. 

Workspace admins can be stripped of management access by other admins. 

Can I pass my workspace management abilities to another person?

If you are the Workspace Admin, you have the ability to provide your teammate with admin privileges. You can change your role to a Workspace Member if in the Sembly Workspace is assigned one more Admin.

Who will see meetings in my workspace?

Creating a team within a single workspace unlocks the possibility of having one Sembly agent in the meeting instead of multiple (who join with each attendee). Thus, after the call, all the attendees from a single workspace receive access to the same meeting. All will have editing abilities. 

You can still share your meetings with anyone inside or outside your workspace. The user will receive an email invite from you. The meeting will show up in the Shared with me section in Sembly.

Or, give access to users outside Sembly by sharing guest access with them. They will see your meeting in a browser window.

Therefore, anyone who has access to the meeting will be able to view it, no matter where the workspace belongs.

Can I invite someone to my workspace if they are already a part of another workspace?

Yes, you are able to invite a user to your Sembly workspace even if they are part of another workspace. Users can be a part of one workspace at a time.

Once relocated, users can share their recorded meetings within the single workspace. All settings in the relocated account remain the same. If relocated as workspace "admin," the user will get access to manage workspace members and some workspace settings. If relocated as a "regular" member, the user becomes restricted to the workspace settings. 

If I invite another Sembly user to view a meeting in my workspace, will this user need to register in my workspace?

No, you are able to share meetings with anyone, and users don't need to be members in your workspace or have an account in Sembly. Check the article here to learn how to do this. 

Why can't I see other users' meetings in my workspace?

We respect individuals' privacy concerns and believe that each user should control and provide access to the information they want to be shared. You will see the meetings that you were invited to or meetings that other users invited you to see. The owner can manage what meetings other users have access to. Check how to share the meetings with other users here.

Workspace Admin permissions don’t include access to other workspace members' meetings. If you want to have access, ask users who have access to the meeting to share it with you. Shared meetings will appear in the "Shared with Me" section.

What will happen with my meetings if I leave one workspace and join another one?

All completed meetings in your account will move with you to another workspace. 

If you are invited to someone's workspace under another email, and you wish to relocate your meetings with you, go to your profile settings and change your old email to the one that's invited. Accept the invitation after the change has been made. 

Can I join different workspaces with the same email at the same time?

Unfortunately, you can't use the same email in different workspaces. Your email can be used for one Sembly account only. Members can leave one workspace and join another one.