---
title: "How to manage team members"
slug: "add-or-edit-a-team-member"
updated: 2026-06-01T08:35:02Z
published: 2026-06-01T08:35:02Z
canonical: "help.gong.io/add-or-edit-a-team-member"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.gong.io/llms.txt
> Use this file to discover all available pages before exploring further.

# How to manage team members

> **Who can use this**: Tech admin
> 
> **Available on**: Any Gong plan

> **Where to go:**Admin center > Settings > People > Team members

You can manage Gong team members manually or with [automatic provisioning](/v1/docs/about-provisioning-team-members). This article walks you through the process of managing them manually.

> [!NOTE]
> **Note:**
> 
> If you set up [automatic provisioning](/v1/docs/about-provisioning-team-members), manual changes made in Gong may be overwritten during the next sync with your IdP.

The team member table includes the name of the team member (1), [seats](/v1/docs/plans-and-seats) assigned to them (2), their [data capture](/v1/docs/what-is-data-capture) settings (3), their home [workspace](/v1/docs/about-workspaces) (4), their [permission profile](/v1/docs/about-permission-profiles)(5), whether or not they’re technical admins (6), and their [consent profile](/v1/docs/assign-a-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.

![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/image(592).png)

****If your last contract renewal was prior to March 2025, you remain under one of our previous plans and see other seats in this screen:****

![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/image(593).png)

## Add a team member

> [!NOTE]
> **Note:**
> 
> If you can’t manually edit team member settings, see this FAQ question: [How do I change team member settings when manual changes aren’t allowed?](/v1/docs/faq-for-team-member-provisioning)

**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**. Since Gong captures emails, calls, and calendar meetings connected to your email provider, all email address must be unique across all Gong instances.
  2. Switch on **Allow authentication via a trusted Gong account** if the email address is associated with the Gong [trusted account](/v1/docs/enable-log-in-to-multiple-gong-instances), 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**. The team member’s manager determines which team they are in. If you change their manager, you will change their team.

> [!NOTE]
> **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 [plans and seats](/v1/docs/plans-and-seats)
4. In the **Workspaces and permissions** section:
  1. Assign a [permission profile](/v1/docs/about-permission-profiles) 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. Web conference calls:
    - To record web conference calls:
      - Switch on **Web conferences** to record and import web conference calls the team member hosts, organizes or attends.
      - Check **Set as private** if calls this team member hosts should be private by default.
    - To prevent recording web conference calls:
      - Check **Never record** to prevent recording any web conference calls the team member hosts, regardless of the data capture settings of other attendees.
  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. [Emails](/v1/docs/about-importing-calendar-meetings-and-emails#which-emails-and-meetings-are-imported):

> [!NOTE]
> **Note:**
> 
> - Gong retains all emails sent via the Gong Composer, even when this option is switched off.
> - To export emails to the CRM, in the CRM configuration page, add the team member to the list of team member’s whose emails are exported per workspace. Instructions for [Salesforce](/v1/docs/export-data-as-salesforce-tasks-or-events#export-emails-to-salesforce), [HubSpot](/v1/docs/sync-emails-to-hubspot), [MS Dynamics](/v1/docs/set-gong-data-to-export).

![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/image(594).png)
    - To import emails: Switch on **Emails** to import the team member’s sent and received emails
    - To prevent importing emails: 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**.**
6. **Email export to CRM**: Toggle on to export this team member’s emails to your CRM. You must also enable email export for different workspaces in the [CRM settings](/v1/docs/crm-integrations#supported-crms) page.
7. Gong Dialer: Set whether or not to allow the team member to make calls via the [Gong dialer](/v1/docs/gong-engage-set-up-the-gong-dialer).
8. Set **Languages** as follows:
  1. **AI Translator**: Select the team member’s preferred translation language for transcripts and for AI-generated content such as briefs. They can change this preference in their profile page.
  2. **Languages spoken during calls**: Select the languages spoken during calls. Use this only in cases when the correct language isn’t being detected.
9. Set the **Recording settings** as follows:
  1. **Voice identification:**If [voice identification](https://help.gong.io/v1/docs/enable-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](https://help.gong.io/v1/docs/about-recording-consent) to the team member. Team members must have a consent profile assigned in order to install the [Gong calendar add-on](/v1/docs/install-the-gong-add-on).
  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.
10. In the **Welcome Email** section, select whether you want to send a welcome email or not. You can always [send it later](https://docs.google.com/document/d/1TQJ5_AJQ6BXL5c9EQ1aSz1_GQwZ4fR2rlIwxek2Kf_U/edit?tab=t.pzo94uehqulv#heading=h.eb1c6qknb0j7).
11. Click **Add team member**.

## Actions you can perform on team members

Once a team member is added, you can manage their settings and perform actions on their account.

**To perform an action on a team member’s account**:

1. In the **Team members** page, click the team member’s name to open the side panel with their details.
2. In the top right corner, click ![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/More_DS.png)and choose from the available actions. ![Dropdown menu showing options like edit notifications and disable account settings.](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/B1.png)
3. Click **Edit notifications** to edit the notifications they get for Gong activities. For more details, see [Customize your Gong notifications](/v1/docs/customize-your-gong-notifications).
4. Click **Send welcome email** to send them an email explaining how they activate their account.
5. Click **Disable team member** to prevent them from logging into Gong.

> [!NOTE]
> **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.
  - Disabling prevents them from logging into Gong, but does not delete their captured data (such as recorded calls).
  - Calls they scheduled to record will still be recorded for the first hour after you disable them.
6. Click **Enable team member**to re-enable the team member.
7. Click **Log in as 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](/v1/docs/add-or-edit-a-team-member#add-a-team-member).

## Manage all team members

From the team members main page, click ![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/More_DS.png) and:

- Send team members **reminders to connect their email and calendar**to Gong.
- **Turn on**[**email import**](https://help.gong.io/docs/about-importing-calendar-meetings-and-emails)****for users currently recorded.
- **Export the team member list**to a CSV file.
- **Bulk edit team**[**members**](https://help.gong.io/docs/make-bulk-changes-to-team-members?highlight=bulk%20edit) by downloading a CSV template, editing it and uploading it back to Gong.

## Edit an existing team member

You can can save time by making changes to the following settings for entire teams:

- seats
- workspaces
- permission profiles
- data capture
- the Gong dialer
- recording settings

**To change settings for an entire team**:

1. Hover over the manager’s name and click ![Icon representing user profiles, indicating social interaction or community engagement.](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/B2.png) .
2. Select the **Individual contributors only** checkbox if you want to apply the changes to individual contributors and not managers.
3. Set the seats that you want to apply to the team. The dropdown selector indicates the current status:

If some of the team members are automatically provisioned, the number of automatically provisioned team members is displayed, and any changes you make to the team manually isn’t applied to them. ![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/image(595).png)

****If your last contract renewal was prior to March 2025, you remain under one of our previous plans and will see other license and seat names:****

![](https://cdn.us.document360.io/2837c190-3ec8-4120-9116-6d427e774667/Images/Documentation/image(593).png)
  - **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.
4. Set the following other settings for the team:
  - Workspaces and permissions
  - Data Capture
  - Gong dialer
  - Recording settings, including recording and consent and Languages spoken during calls

A team member who manages and configures the Gong platform and handles CRM integrations, user provisioning, permissions, and system settings. [Find my Tech admin](/v1/docs/find-your-technical-or-business-admin).

Access to this feature depends on your [assigned seat](/v1/docs/plans-and-seats).