How to manage team members

Tech admin

Any Gong plan

Company settings > People > Team members

You can manage Gong team members manually or with automatic provisioning. This article walks you through the process of managing them manually.

Note:

If you use automatic provisioning, it's preferable to manage your team members directly from the IdP (identity provider) as any manual update may be overwritten when your IdP syncs with Gong.

The team member table includes the name of the team member (1), seats assigned to them (2), their data capture settings (3), their home workspace (4), their permission profile (5), whether or not they’re technical admins (6), and their consent profile (7). You can filter the list (8) by status, seats, data capture, permissions, workspace, or any other setting applied to team members, or simply search for an individual name.

Add a team member

Note:

If your configuration doesn’t allow manual editing of team member settings, refer to this FAQ question: How do I change team member settings when manual changes aren’t allowed?

To add a team member: 

1. Click Add a Team Member.

2. In the Personal details section:

   1. Enter the team member’s First name, Last name, Email address, and Additional email addresses. 

      Note:

      Since Gong captures emails, calls, and calendar meetings connected to your email provider, it verifies no email address is associated with more than one team member.

   2. Switch on Allow authentication via a trusted Gong account if the email address is associated with the Gong trusted account, enabling the team member to switch between different accounts without re-authenticating. 

   3. Enter the team member’s Phone number, Extension, Mobile number, Time zone, and Locale (to define regional settings such as language, the first day of the week, number, and currency formatting).

   4. Enter a Job title and select the team member’s direct Manager.

      Note:

      Organizational hierarchy changes can take up to two hours to reflect across Gong.

3. In the Seats section, assign the team member with the relevant seats, according to your purchased plans and seats.

4. In the Workspaces and permission section:

   1. Assign a permission profile to the team member for each workspace they should access.

   2. Decide whether this team member is a technical admin or not.

5. In the Data capture section:

   1. Switch on Web conferences to record and import web conference calls that the team member organizes or is invited to or check Never record to avoid the recording of any web conference calls the team member hosts, regardless of the data capture settings of other attendees.

      • If switched on, check Set as private to set all future web conference calls the team member organizes as private.

   2. Switch on Telephony system calls to import recorded telephony calls made by the team member.

   3. Switch on Calendar meetings to import the team member’s calendar meetings. 

   4. Switch on Emails to import the team member’s sent and received emails or check Never import to never import emails sent or received by this team member for this team member, regardless of the data capture settings of other recipients. 

      Note:

      Gong retains all emails sent via the Gong Composer, even when this option is switched off.

      

6. Gong Dialer: Set whether or not to allow the team member to make  calls made via Gong dialer.

7. Set the Recording settings as follows:

   1. Voice identification: If voice identification is enabled for your company, you'll see whether the team member has opted in. If Gong has at least two mono telephony calls with a minimum of two minutes of recorded speech, we can typically identify the voice of the team member. 

   2. Recording and consent: Assign a consent profile to the team member. 

   3. Dynamic link, Static link, Zoom personal meeting room link:  These are used when the team member sets up meetings. 

   4. Associated Meeting URLs: Enter the team member's personal meeting URL. If the team member has multiple URLs, write each one on a separate line. 

   5. Languages spoken during calls: Set the languages the team member speaks, and select the default language to be used when we can’t detect the language. 

8. In the Welcome Email section, select whether you want to send a welcome email or not. You can always send it later.

9. Click Add team member.

   Additional settings

   Once you've added a team member, click their name, click and choose from the available actions. You can edit their notifications, send a welcome email, import their call history, disable (or enable) them, and log into Gong as if you are them.

   

   Disable a team member

   You cannot delete a team member from Gong, but you can disable them. Disabling a team member prevents them from logging into Gong, but doesn't remove related captured data, such as recorded calls. Any call they scheduled to record is still recorded for the first hour after you disable them.

   Note:

   If you manage your team members with automatic provisioning, deactivate the team member in your IdP so that they are then automatically deactivated in Gong. 

   To re-enable the team member, select Enable team member. 

   Log in as a team member

   Log in as a team member to take actions on their behalf, or see what they see in Gong and help you troubleshoot.

   Edit an existing team member

   To edit an existing team member’s settings, click their name from the team members table and follow the instructions above.

   Manage all team members

   From the team members main page, click and:

   • Send team members reminders to connect their email and calendar to Gong.

   • Turn on email import for users currently recorded.

   • Export the team member list to a CSV file.

   • Bulk edit team members by downloading a CSV template, editing it and uploading it back to Gong. 

   Apply settings to entire teams

You can can save time by making changes to seats, permission profiles, and data capture for entire teams: 

1. Click next to the manager’s name (appears on hover).

Throughout this settings page, you’ll see indications of the current status of the team members settings:

• On: Everyone on the team has this setting

• Off: No one on this team has this setting

• Mixed: Some people on the team have this setting, some don’t. 

  

2. At the top, select whether you want to change settings for individual contributors, or for the entire team. 

   Notes:

   • Managers aren’t Individual contributors.

   • If some of the team members are automatically provisioned, the number of automatically provisioned team members will be noted, and any changes you make to the team manually will not be applied to them.

3. Under each section, select the settings you want to apply to everyone on the team.