You are the one people come to when something doesn't work, and the one who signs the invoice. This page covers what you control, what you don't, and the three decisions that are much cheaper to make now than in six months.
What you control
Members, roles and licences. Who is in the workspace, what role they hold, and which licence is assigned to them. These are two separate things, and the distinction causes more confusion than anything else in the product. Someone can be an Owner and still be unable to use a feature, because that depends on their licence rather than their role. A member with no licence assigned will hit a wall on login and assume their account is broken.
Security and visibility settings. Public links, download permissions and workspace level restrictions. Some of these cascade, so a setting at folder level can lock an option on an individual recording. If a user tells you an option is greyed out and they can't change it, look upward rather than at the recording.
Integrations and API keys. The API & Webhooks screen is available to owners and admins only. Members cannot see it, which is why access requests land on your desk. See I need to give a teammate API or MCP access.
Billing. Plan, licence count, invoices and billing details. Quotas and AI credits are tied to your plan and reset on your billing date, not on the first of the month.
Three decisions to make early
Your visibility model. Decide what is private and what is workspace visible before your team fills the library. Private recordings don't sync to the CRM, aren't returned by the API and don't trigger webhooks, so this decision quietly determines what can be automated later.
Who owns API keys. Create one key per integration rather than one shared key, so revoking access to one thing doesn't break everything else.
Your licence allocation. Licences are assigned per person and can be reassigned. Review who actually uses the product before renewal rather than after.
What usually lands on your desk
Someone can't log in, and it turns out they are a guest on the workspace with no licence assigned. Someone can't disable downloads on a share link, because the parent folder is public and permissions cascade down. Someone's automation stopped, because the recordings it depended on are private. Someone's invoice has the wrong VAT treatment, which is a billing team question rather than a settings one.
Where your control ends
Recording behaviour is per user, not per workspace. Whether a given meeting is recorded depends on that person's calendar connection, their meeting preferences, and the Record toggle on the individual event. You cannot force a recording from the admin side, so when a meeting is missing the answer is in that user's setup rather than yours.