Admins manage all membership actions for a Plaud Team workspace. This covers inviting Members, pending invitations, role changes, and removing Members. These actions are managed on Plaud Web. The exception is sending invitations, which can also be done from the Plaud Mobile App via the Invite Members entry in Settings, or from a mobile browser during the initial workspace setup. See Who can join my workspace? for details.
Applies to: v4.0.x or later. Still using v3.30.x or earlier Plaud Team? See Managing Plaud Team membership.
Before you start
All actions in this article are performed on Plaud Web. After signing in, make sure your Team workspace is selected as the active workspace.
How do I invite Members?
Invitations are sent from Settings → Workspace management → Members & roles on Plaud Web. Admins can also send invitations from the Plaud Mobile App via the Invite Members entry in Settings. The App supports sending invitations only; other membership actions remain on Plaud Web.
- Go to Settings → Workspace management → Members & roles and click Invite members (also accessible from the sidebar shortcut).
- Enter the email address of the person you want to invite and send the invitation.
Once the invitation is sent, the person occupies one seat. They become an active Member after accepting the invitation via the email link and signing in to Plaud (App or Web) for the first time.
How do I manage pending invitations?
Admins can manage invitations that are still pending:
- View pending invites: see all outstanding invitations in the Members & roles section under the Pending tab
- Cancel an invitation: revoke an invite that is still pending
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Resend an invitation: send a new invitation email if the original was missed
How do I change a Member's role?
Admins can change a Member's role from Settings → Workspace management → Members & roles on Plaud Web only. This is not available on the Plaud Mobile App.
- Go to Settings → Workspace management → Members & roles.
- Find the Member whose role you want to change and select the new role.
- Promote a Member to Admin: gives the Member full administrative access
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Change an Admin back to Member: removes administrative permissions. If an Admin demotes themselves to Member, this action cannot be undone by their own account. Another Admin would need to promote them back.
The last remaining Admin cannot remove their own Admin role without first assigning another Member as Admin.
How do I remove Members?
Admins can remove Members from the Team workspace when a teammate leaves the organization, no longer needs access, or was granted access by mistake.
Removing a Member:
- Revokes their access to the Team workspace
- Frees up the seat for reassignment
- When a Member is removed, any recordings, transcripts, or notes they uploaded are also removed from the Team workspace and can no longer be accessed by the team. However, any files they previously shared using direct invite links will remain accessible to the Members who received those links.
- Any Plaud device the Member had bound to the Team workspace is automatically unbound, and any unsynced recordings stored on the device are cleared.
What is the Member lifecycle?
A Member's journey in Plaud Team follows these stages:
Pending → Active → Removed
- Pending: An Admin has sent an invitation. The seat is already occupied. The user remains in this state until they sign in to their Plaud account (creating one if needed) for the first time after the invitation.
- Active: The user has accepted the invitation via the email link and signed in to Plaud at least once. They can access the Team workspace by signing in to the Plaud Mobile App or Plaud Web. The seat remains occupied.
- Removed: The user has been removed from the workspace. The seat is released and can be reassigned.
FAQ about membership management
Can I invite someone who is already using a personal Plaud account?
Yes. The invitee can join the Team workspace using their existing Plaud account. Their personal workspace and Team workspace remain fully separate, and they can switch between them at any time.
What happens to a removed Member's content in the Team workspace?
Recordings, transcripts, and notes the removed Member uploaded to the Team workspace are removed from the workspace and are no longer accessible to you or other Members. Files the Member previously shared via invite links remain accessible to the recipients of those links. Any Plaud device the Member had bound to the Team workspace is automatically unbound, and any unsynced recordings stored on the device are cleared.
Can I temporarily disable a Member's access without giving up their seat?
There is no 'suspended' or 'paused' state for accounts, as Members can only be Pending, Active, or Removed. As a workaround, you can remove the Member to free up their seat and simply re-invite them when they need access again. Please note that re-inviting someone is treated as a completely new join. See the FAQ above to understand what happens to a removed Member's content and device.
Can a Member promote themselves to Admin?
No. Only an existing Admin can promote a Member to Admin. If you are the sole Admin and need to hand over the workspace, assign a new Admin before stepping down.
Why doesn't a newly joined Member appear in the device list?
Joining the workspace only adds the Member to the team. The Member's device will show under Settings → Workspace management → Devices only after they complete a sync with the Team workspace set as their active workspace.
Disclaimer: The information in this article is for reference only and may change as Plaud product features continue to update. Please refer to the latest version of the product for the most current experience.