Overview
Bluedot organizes information through workspaces. Each workspace is a shared repository for recordings, and every Bluedot user must belong to at least one workspace. A user can be part of multiple workspaces, each with its own billing portal and set of roles. Each workspace operates with a unique billing system that generates separate invoices. For organizations wishing to streamline billing, centralizing users and content into a single workspace is recommended.
User Roles
Bluedot supports three distinct roles within a workspace:
Owner
Has access to workspace settings, billing, and all collections shared within the workspace.
Important: Owners do not automatically have access to other users’ private recordings—they can only access recordings they own.
Admin
Shares the same rights as Owners regarding workspace settings, billing, and managing collections that are shared with the whole workspace.
Can restrict specific actions such as downloading recordings, inviting new members, and sharing videos externally.
Important: Like Owners, Admins do not have default access to private recordings owned by other users. (Note: In an Enterprise plan, Admins may request access to private recordings, but this is not automatic.)
Member
Can record and view meetings.
Their permissions are limited compared to Owners and Admins, and they primarily interact with recordings and collections as assigned.
Recordings Permissions
Private Recordings:
Strict Access: Private recordings are exclusively available to the owner of the recording. No one else, even Owners and Admins, is granted access to another user’s private recordings by default.
Enterprise Exception: Only Admins on an Enterprise plan have the ability to request access to private recordings, but even then, access is not automatic.
Shared Recordings:
Recordings can be shared with specific individuals within your workspace or externally via email or a shareable link. Admins/Owners can disable external sharing.
Collections (folders) can be shared with all workspace members or with selected individuals.
Owners and Admins can manage collections that are shared with the entire workspace, but they do not gain access to collections or recordings that have not been explicitly shared with them.
Summary
Centralizing billing and team management in Bluedot can simplify administrative tasks and ensure all users and content are under a unified structure. Consolidating into a single workspace improves invoicing, licenses, and access management while preserving existing recordings through transitions. By leveraging collections, organizations can maintain clarity and efficiency within centralized operations.
Best Practices for Centralized Management
To manage a workspace more efficiently:
Use collections to structure users and manage access, enabling departmental segmentation without creating multiple workspaces.
Regularly review user roles and licenses to ensure permissions align with organizational needs.
Minimize the number of workspaces for better administrative control and cost efficiency.
Maintaining Recordings During Transitions
Switching plans or consolidating into a single workspace does not delete or remove past recordings. Bluedot ensures that existing recordings are preserved during such transitions.
Key Points:
Existing recordings remain intact when transitioning plans or consolidating workspaces.
Proper migration of user accounts is needed to retain access to associated recordings.