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Product screenshot showing team membership, role controls, and access settings. Use spectator seats for people who need visibility into Ergo without full user automation. Spectator management is split across account provisioning, role conversion, meeting access, and reporting access.

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Who can use this

  • Super admins can provision spectator seats and convert users between standard and spectator.
  • Admins can review spectator status in the Admin member table and coordinate access checks.

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Before you start

  • Decide whether you are creating a new spectator or converting an existing standard user.
  • Confirm whether the spectator should be a user spectator or admin spectator.
  • Check whether they need meeting access, reporting access, or only team visibility.
  • Tell converted users that integrations and automation settings may need to be reconnected if they later become standard users again.

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Create a spectator

  1. Open Admin.
  2. Select Provision New Account.
  3. Enter the required user and team details.
  4. Choose Spectator as the seat type.
  5. Choose User or Admin for the role.
  6. Provision the account and have the user complete the limited setup they need.
The Admin table shows spectator users with a Spectator badge. Organization overview counts spectator seats separately from core seats.

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Convert an existing user to spectator

  1. Open the user’s action menu in the Admin member table.
  2. Select Convert to Spectator.
  3. Review the confirmation details.
  4. Confirm the conversion.
When a standard user is converted to spectator, Ergo marks the dashboard as spectator, disconnects supported third-party notetakers and Slack, turns off email automation settings, disables Ergo, and disconnects the user’s Recall calendar connection when one exists. Spectators cannot have Ergo enabled while they remain spectators. In the Admin table, the Ergo toggle shows as unavailable for spectator seats.

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Convert a spectator back to standard user

  1. Open the spectator’s action menu.
  2. Select Convert to User.
  3. Confirm the conversion.
  4. Ask the user to reconnect integrations and re-enable any needed settings.
Converting back to standard user changes the seat flag, but it does not automatically restore every integration or automation toggle that was disconnected during spectator conversion.

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Access checks

  • Use Grant meeting/reporting access when a spectator needs specific meeting or reporting visibility.
  • Use an admin spectator role when the person needs admin-level visibility or controls.
  • Do not assume spectator conversion changes historical access for every meeting or report; verify the relevant access grant.

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What to expect

  • Spectators are view-oriented seats. They should not be used for users who need Ergo to draft emails, write CRM updates, or run user-level automation.
  • Spectator users appear inactive because active status requires CRM connection, Ergo enabled, and a standard seat.
  • A spectator can still be part of a team and can be managed from the Admin member table.

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Common issues

  • The user expected full automation. Convert them to a standard user and have them reconnect integrations.
  • The Ergo toggle is unavailable. Ergo cannot be enabled for view-only accounts.
  • The spectator cannot see the right report or meeting. Review meeting and reporting access grants separately.
  • The person needs a different team. Move the member between teams instead of changing the seat type.
Last modified on June 8, 2026