Setting up a workspace takes about an hour. Three of the decisions in that hour are much cheaper to make now than in six months, and they are flagged below.
Your workspace and your people
Invite your team. By email, invite link or team domain. See Inviting collaborators to your workspace, folder, or recording.
Assign a role to each member. Roles decide who can change workspace settings and invite people.
Assign a licence to each member. Roles and licences are two separate things: what someone can do in the product depends on their licence, not on their role. See Roles and licences in Claap.
Check that every active member has a licence assigned before their first login.
Your visibility model (decision worth making now)
Decide what is private and what is visible to the workspace, before the library fills up. Private recordings do not sync to your CRM, are not returned by the API and do not trigger webhooks, so this choice determines what you will be able to automate later. See Public vs Private recordings and folders.
Set your workspace defaults for public links and downloads. See Privacy and security settings.
Set your folder structure to match that model. Permissions cascade from a folder to the recordings inside it. See How to organize and customize your Claap workspace.
Integrations
Connect the calendars. Recording depends on each member's calendar connection, so this is per person rather than workspace wide. Google Calendar / Outlook Calendar.
Connect your CRM. HubSpot / Salesforce / Pipedrive / Attio.
Connect your VoIP tool if your teams make calls outside meeting platforms. Aircall / lemlist VoIP.
Create one API key per integration rather than one shared key, so revoking access to one thing does not break the rest. The API and Webhooks screen is available to owners and admins only.
Your team's automations
Define which meetings are recorded, internal and external, at workspace or team level. See Admin Automations: configure triggers and actions.
Define how recaps are shared and who receives them.
Order your teams in the automation list. A member can belong to several teams, and the order decides which settings apply to them.
Run one real meeting end to end and check it was recorded, associated with the right CRM record, and shared as you expected.
Ongoing
Review licence allocation before each renewal, not after. Licences are assigned per person and can be reassigned.
Review your AI Fields once a quarter with the teams that use them. Remove what nobody filters on. See Using AI Fields.
Check your quotas and AI credits against your billing date, since they reset then rather than on the first of the month.
Keep one owner for API keys and revoke the ones tied to integrations you have stopped using.