How to manage team members

Tech admin

Any Gong plan

Admin center > 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, manage team members in your IdP. Manual changes in Gong may be overwritten during the next sync.

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 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?

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, 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 plans and seats

4. In the Workspaces and permissions 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. 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 this team member’s calls 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:

      • 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.

      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, HubSpot, MS Dynamics.

      

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

7. 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.

8. 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.

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

10. 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.

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 .

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:

   • 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.

   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.
   

   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:

   

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