Who can use this
- Admins and super admins who own shared setup.
- RevOps or operations teammates coordinating delegated setup work.
- Standard users who need to connect personal sources.
- Managers, spectators, or shared-link recipients who need limited access.
Before you start
- Complete or assign shared setup before inviting the broader team: CRM, field mapping, pipeline stages, organization defaults, email templates, collaboration tools, notetaker defaults, reporting, and pricing when enabled.
- Confirm whether each person is a user, admin, super admin, spectator, or shared-link recipient.
- Keep admin-owned settings with the right owner, especially CRM fields, reporting grants, global access, pricing, and organization defaults.
- Use role-specific setup pages when someone only needs part of the full rollout path.
Steps
- Use the admin or delegated-operator path for shared setup: CRM connection, user and team setup, field mapping, pipeline stages, templates, collaboration tools, notetaker defaults, reporting, and pricing when enabled.
- Use the standard-user path for personal setup: email and calendar, notetaker or desktop capture, collaboration access, email templates, and any sync-from-admin step shown in onboarding.
- Use the manager, spectator, or shared-link path for limited review access without granting CRM writes, draft control, integration setup, or organization-wide settings unless the person’s role allows it.
- Test one narrow pilot workflow before broad rollout: one meeting or call, expected dashboard visibility, processing state, and the CRM, reporting, or draft output that should be produced.
- Leave optional notifications, templates, and follow-up workflows for a later pass when they are not required for the first pilot.
What to expect
- Role-specific setup keeps users from changing settings they do not own.
- Admins can complete shared setup before users complete personal setup.
- Some setup steps differ by role, spectator status, reporting access, feature availability, and connected source.
- Ergo Desktop has separate local permissions and capture setup; web onboarding does not complete desktop setup by itself.
Common issues
- A required source is disconnected, stale, or matched to the wrong account.
- A user lacks the needed role, reporting grant, spectator scope, or shared-link access.
- A filter, saved view, ingestion setting, or permission hides the expected result.
- A meeting is detected but the notetaker, desktop capture, processing, or downstream output did not complete.