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Product screenshot showing spectator and limited access controls. Use this page when someone needs limited visibility into Ergo without the full standard-user workflow. Spectator seats are a supported access type. Shared-link viewers and reporting viewers are access patterns, not separate workspace roles.

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Who can use this

  • Admins, super admins, RevOps owners, or delegated operators provisioning limited access.
  • Executives, managers, advisors, board observers, or cross-functional teammates who only need selected meetings, reports, dashboards, or shared links.
  • Spectators who are completing the limited onboarding path assigned to them.

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Before you start

  • Decide what the person actually needs to inspect: a selected meeting, a folder, a report, a dashboard, a team view, or recurring spectator access.
  • Use a shared link when someone only needs one specific resource. Use reporting access when they need dashboards or recurring reports. Use a spectator seat when they need signed-in limited access across allowed areas.
  • Confirm whether the viewer should have team, meeting, reporting, global meeting, folder, or shared-link visibility.
  • Avoid giving admin, CRM, email-drafting, integration, or organization-default access when the person only needs visibility.

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Steps

  1. Choose the narrowest access path: shared link, reporting grant, meeting or folder access, global meeting access, or spectator seat.
  2. If the person needs a spectator seat, ask an admin or super admin to add or convert the user and assign the correct team or visibility scope.
  3. If onboarding appears for the spectator, complete only the spectator path shown in Ergo, such as user sync, workspace access, and Ergo Notetaker when prompted.
  4. Do not ask spectators or shared-link viewers to set up CRM, email drafts, integrations, templates, Slack, or non-Ergo notetakers unless they are converted to a standard user or admin.
  5. Walk through the exact destination the person should use: the meeting, folder, report, dashboard, shared link, or reporting email cadence.
  6. Test access from the viewer’s account or shared link before relying on it. Confirm the expected resource opens and unrelated resources remain hidden.
  7. Revisit or revoke access when a project ends, a leadership role changes, a shared link expires, or the person no longer needs visibility.

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What to expect

  • Spectator access is separate from the basic user or admin role. It limits workflows such as CRM writes, email drafting, and integration connections.
  • Shared-link viewers are not workspace users unless they also sign in with an Ergo account. A shared link gives access only to the shared resource and any authentication or password checks attached to it.
  • Reporting access is granted separately from ordinary meeting access. A person may be able to open a meeting but still lack access to a report, or see a dashboard but not every drilldown.
  • The spectator onboarding path is shorter than the standard user path and should not include the full AE or CSM setup checklist.

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Common issues

  • The person was given full user access when a shared link, reporting grant, or spectator seat would have been safer.
  • A shared meeting, folder, report, or dashboard was never actually shared with the viewer.
  • The viewer opens the wrong Ergo account, stale shared link, or report without the required access.
  • Meeting visibility is blocked by team scope, global meeting access, folder permissions, processing state, or shared-link settings.
  • Reporting visibility is blocked by missing reporting access, dashboard grants, filters, date ranges, or shared dashboard permissions.
Last modified on June 8, 2026