Team management in the Account area
Last updated: June 2026
Audience: Admins, team admins, and members who accept invitations or need to understand team settings.
Beta: https://account-preview.sparks.team → Team
General profile and subscription topics: Account settings and profile.
Create or join an organization: Self-registration.
Roles in the organization
| Role | Typical permissions |
|---|---|
| Admin | Full team and org settings, manage members, subscription (per policy) |
| Team Admin | Same as admin where the policy allows |
| Member | Use the main app; no team management (unless invite is allowed) |
After self-registration you are Team Admin of your new organization. Via invitation you get the role chosen in the invite.
Members & invitations
Where: Account → Team.
Member list
Table with display name, email, and role. Admins/team admins can:
- Change role (Member / Team Admin / Admin)
- Remove from team (with confirmation)
Invite user
- Click Invite user.
- Enter email and role.
- Sparks sends an invitation email with link (
/signup/join?invitation=…).
The invitee sets name, login, and password, then confirms email — see Accept invitation.
Pending invitations
Not yet accepted invitations appear under Pending invitations. You can cancel invitation.
Rename organization
Where: Account → Team → Organization section.
Edit and save the display name. Internal slug may differ — use a slightly different spelling if there is a conflict.
Policy (who can invite / manage subscription)
Where: Account → Team → Policy.
| Setting | Values | Meaning |
|---|---|---|
| Can invite | Admin / Team Admin | Who may invite new members |
| Can manage subscription | Admin / Team Admin | Who may Buy subscription and Manage subscription (Stripe) |
Default is often Team Admin for both — your operator may differ.
Quotas & visibility
Where: Account → Team → Quotas & visibility.
| Setting | Description |
|---|---|
| Max members | Upper limit including pending invitations. Defaults depend on plan (Free/Pro) |
| Storage limit (MB) | Nextcloud/WebDAV quota for the organization |
| Monthly AI token quota | Cap for platform AI per calendar month (UTC): assistant, transcript summary, translation via server-side credentials. Your own API keys do not count here |
| Hide public Matrix rooms | Hide Join team in the Matrix room list |
| Org members only in Matrix people search | Restrict people search to your organization |
Save with Save quotas.
Security policies
Where: Account → Team → Security policies.
Controls device verification and recovery key handling for Matrix encryption:
| Policy | Behavior |
|---|---|
| Comfortable (automatic) | New devices verified automatically; recovery key stored securely on server |
| Strict (manual verification) | Each new device verified manually via SAS/QR or recovery key; key not stored on server |
For end users: End-to-end encryption.
Meeting options (Town Hall & Webinar)
Where: Account → Team → Meeting options.
| Status | Meaning |
|---|---|
| Inactive | Town Hall and Webinar not selectable when creating events |
| Pro required | Buy Pro subscription and webinar add-on on the overview page |
| Active | Both formats enabled for the organization |
Note: One organization flag enables both formats together. Format details: Event and meeting options, Webinar registration.
Recording, transcription & AI (compliance)
Where: Account → Team → Recording, transcription & AI.
Organization-wide meeting rules:
| Area | Options (summary) |
|---|---|
| Recording | Allow; optional explicit participant consent |
| Transcription | Allow; optional consent requirement |
| Legal notice | HTTPS link to privacy/explanation |
| AI on transcripts | Internal (platform) and/or external provider — titles, disclaimer texts, optional privacy URL |
Hosts can only enable what is allowed here. Consent dialogs in meetings follow these settings.
Save: Save compliance settings.
AI usage & quota
Where: Account → Team → AI usage section (#ai-usage).
Shows consumption via platform credentials in the current billing month (UTC). API keys configured in the main app are billed separately by the provider and are not listed here.
Metrics
| Display | Meaning |
|---|---|
| Platform tokens | Tokens used this month |
| Prepaid balance | Remaining tokens from purchased prepaid packs |
| Requests | Total AI requests |
| Monthly quota | Configured cap (see Quotas & visibility) |
| Period | Current billing month (UTC) |
| By feature | Breakdown: Assistant, transcript summary, translation, agent bot, other |
Actions (admin / team admin)
| Action | Description |
|---|---|
| Export CSV | Download usage for reporting |
| Buy prepaid packs | Additional tokens via Stripe (buttons with token amount); balance available immediately after purchase |
Warning banner
From about 80% of the monthly quota, a warning appears in the account area for admins/team admins. When quota is exhausted, users see a recovery dialog in the main app (prepaid, own API key, contact team admin).
Technical reference (Vistameet-Teams): Operator admin stats at /ai-usage; server logic in server/lib/ai-usage-*.ts.
Services for your team
Where: Account → Team → Services for your team.
Defaults for all team members on first use in Sparks:
Matrix access
| Mode | Description |
|---|---|
| Standard (OIDC) | Matrix sign-in via Keycloak/SSO (recommended) |
| Own server (Legacy Synapse) | Fixed homeserver URL; members sign in with Synapse password (legacy Matrix) |
Calendar source
Default calendar provider for new users, e.g. Microsoft 365, Scheduler (internal), Nextcloud, Open-Xchange.
Mail account required for Nextcloud/Open-Xchange: When enabled, users must configure a mail account for those providers (e.g. for invites).
More on providers: Data backends.
Deletion & reassignment
- Account and organization deletion with target date: only under Settings — see Delete account.
- Reassign account to another team (admin only): in preparation — shown as a note on the Team page.
See also
- Account settings and profile – subscription, profile, password, email
- Self-registration – registration and accepting invitations
- Webinar registration – manage under Account → Webinars
- Event and meeting options – Town Hall, Webinar, participant limits