Managing Team & Support Access

Modified on Wed, 14 Oct at 12:08 PM

Add support staff for your meetings and tasks

This guide shows a licensed user how to give a colleague access to their account, so that colleague can either book recorded meetings on their behalf or see and action their tasks, or both.

Who this is for: licensed users setting up their own support staff. If you are an admin enabling this capability for your whole organisation, start with the first item under Before you start.

Before you start
Which access do you need?
Step 1	Open the Team & Support Access page
Step 2	Grant the access you need
	Option A: Additional Meeting Organiser
	Option B: Full Task Visibility
Step 3	Check it worked
Removing access
Troubleshooting
Related articles

Before you start

All three of the following must be true, or the person you want to add will not appear in the drop-down list.

⚠ Checklist

The organisation setting is switched on. An admin must turn on “Users can assign their own support staff/additional organiser” under Settings → Organisation Settings → User Permissions. Without this, the columns described below will not be available.
The person already exists as a user. They must be added under Settings → Users & Billing as either a Paid or a Support user. Only Paid users can add new users to the platform.
They have completed their platform onboarding. Users who have not finished onboarding will not appear in the drop-down list.

Which access do you need?

These two permissions are separate and independent. Grant one, or both; you do not need to set up the first to use the second.

Additional Meeting Organiser	Lets them schedule a Teams or Zoom call on your behalf. Filenote AI still generates your file notes and outputs for those meetings. Choose this if someone books your client meetings for you.
Full Task Visibility	Lets them see all of your tasks and action any of them on your behalf. Choose this for paraplanners or administrative assistants who manage your workflow.

Step 1 — Open the Team & Support Access page

Log in to Filenote AI.
Click Settings in the left-hand menu.
Select User Permissions.
Scroll to the Team & Support Access section.

You will see a table listing users, with a column for Additional Meeting Organiser and a column for Full task visibility. Find your own name in the left-hand column; you grant access from your own row.

Step 2 — Grant the access you need

Option A: Additional Meeting Organiser

In your own row, click the + button under Additional Meeting Organiser.
Select the person’s email address from the drop-down list.
Click Save.

⚠ Important — you must be invited to the meeting
When your support staff books a meeting on your behalf, they must invite you (the licensed user) to the meeting as an attendee. Filenote AI needs to see that a licensed user is present in order to generate your notes. If you are not on the invite, no notes will be produced.

Option B: Full Task Visibility

In your own row, click the + button under Full task visibility.
Select the relevant user.
Click Save.

That person can now see all of your tasks and action any of them on your behalf.

✓ Good to know
When you give someone Full Task Visibility on your tasks, they can see your existing tasks as well as any new ones. You do not need to re-share older tasks.

It covers tasks created on the platform. Tasks that were only logged as external or manual items are not included.
The person needs an active account in your organisation. If you add someone who has not finished setting up their account yet, their access will take effect once their account is active.
Seeing a task is not the same as working on it. Someone with Full Task Visibility can view your tasks and open their details. To edit a task, they first claim it, so two people are never working from the same task at once.

Step 3 — Check it worked

After saving, the person’s name should appear as a chip or entry in the relevant column next to your name.

If you want to check who currently has visibility of your tasks, go to Settings and look under Team & Support Access.

Removing access

Click the entry in the relevant column and remove it, then save.

For Additional Meeting Organiser, meetings organised by this user will no longer be picked up.

For Full Task Visibility, they lose access to your existing tasks too. The only exception is a task that has been directly assigned to them, which they keep.

Troubleshooting

The person isn’t in the drop-down list	They either have not been added under Settings → Users & Billing, or have not completed their platform onboarding. Work through the Before you start checklist above.
I can’t see the Additional Meeting Organiser or Full task visibility columns	The organisation-level toggle is off. Ask an admin to switch on “Users can assign their own support staff/additional organiser” under Organisation Settings → User Permissions.
My support staff booked a meeting but no notes were generated	You were most likely not invited to the meeting. The licensed user must be an attendee on the calendar invite for notes to generate. Ask them to re-send the invite including you.
I can’t add a new user at all	Only Paid users can add new users to the platform. Ask a Paid user or an admin to add them under Users & Billing.

Need help?

If you run into any issues or have questions, our support team is here to help.

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Managing Team & Support Access

Add support staff for your meetings and tasks

Before you start

Which access do you need?