How to Set Up Read AI for Your Team

By the end of this guide your team will have a Read AI Workspace with licenses assigned and people invited. You will also have chosen which meetings Read joins. For a wider view of the topic, see how to record and summarize meetings with AI.

Before you start

Choose a Workspace owner. This person buys the plan, pays for all users and can change every setting. Read’s help center says users with a Pro, Enterprise or Enterprise+ subscription can create a Workspace. Free users cannot join one.

Every license in a Workspace must be on the same plan. Prices below come from the Read AI pricing page. It shows a price for annual billing and a higher price for monthly billing.

Plan	What it adds for a team	Price as listed
Free	5 transcripts and 5 reports a month, no Workspace	$0
Pro	Unlimited transcripts, Workspace access, premium integrations	$15 per user per month annual, $19.75 monthly
Enterprise	Playback, video highlights, premium support	$22.50 per user per month annual, $29.75 monthly
Enterprise+	HIPAA, SAML SSO, SCIM, domain capture, custom retention, 5 license minimum	$29.75 per user per month annual, $39.75 monthly

Confirm current prices and limits on the pricing page before you buy.

Create the account and workspace

Follow Read’s Workspace setup article.

1. Have the owner create a Read account and log in.
2. Go to Plan & Billing, then Compare Plans, and buy a plan with the number of licenses you need.
3. Click Join Your Team in the left navigation, or click Create a Workspace on the Plan & Billing page.
4. Under Name your new organization, enter a name, check the Data Processing Agreement box and click Next Step.
5. Add team names, or click Skip for now. Teams matter mostly for automatic report sharing, so many admins skip this at first.

You can add licenses later from Plan & Billing, then License Usage, then Add licenses.

Invite your team

Read’s invite article gives these steps for admins.

1. Click your name at the bottom left, then click Workspace Settings.
2. Go to the People tab and click Add People.
3. Enter each person’s email address. Optionally choose a team and a Team role, either User or Team Manager.
4. Click Add another for more people, then click Send Invites.

Each person gets an email and must click its link to accept. You can only add as many people as you have unused licenses. Team Managers control their team’s settings and members. Users inherit those settings and can see their own meeting reports.

Set the admin and data settings

Open Workspace Settings. Read’s settings article says there are two tabs, Settings and Permissions. Check these items.

• Meeting Auto-Join Preferences. Set Meeting Role, Meeting Types and whether to join unscheduled meetings. Users can only pick your option or a more restrictive one.
• Advance Notice and Opt-Out. When on, outside invitees get an email before the meeting with an option to opt out. If one opts out, Read will not record the meeting for anyone.
• Reports and Sharing. Control how reports and recaps are shared.
• App Recording. Allow or block recording in the mobile and desktop apps.
• Permissions. Decide who can add people, delete reports and see transcripts.

On training, Read’s privacy article says it never uses meeting content for training unless you explicitly opt in. It also says any attendee can remove Read or delete meeting data.

Connect your other apps

Each person connects a calendar so Read knows which meetings to join. Read’s Google page describes a Chrome or Edge extension for Gmail, Calendar and Meet, and a Notetaker in the Google Workspace Marketplace. Install the extension with Add to Chrome and sign in to a Read account.

The pricing page lists premium integrations on Pro and above, including Notion, Salesforce, HubSpot, Jira, Confluence and Zapier. Under Workspace Settings, the Integrations area controls which integrations your users can use. Follow Read’s guide for each integration for the current steps.

Tasks to try first

These are settings recipes. Set them in Workspace Settings.

Start cautious

Use this while staff learn the tool. Read’s guide for new teams suggests adding Read to meetings by hand and not sharing reports automatically.

1. Workspace Settings > Settings > Meeting Auto-Join Preferences
2. Meeting Role: meetings the user selects manually

Record only meetings people host

Use this when staff are often guests on other companies’ calls.

1. Workspace Settings > Settings > Meeting Auto-Join Preferences
2. Meeting Role: only meetings where the user is the host
3. Meeting Types: internal only (or internal and external)

Warn outside guests

Use this when you meet clients or vendors. Only owners and admins can change it, and it applies to every member.

1. Workspace Settings > Settings > Meeting Auto-Join Preferences
2. Advance Notice and Opt-Out: On

Common problems

Read’s invite article describes two common problems. If someone cannot accept, they may already be in another Workspace and must leave it first. If an invitation is missing, use Resend Invite or Copy Invite Link on the People tab, and note that resends are limited to once per hour.