This guide is for the person who will administer a VoxisLive organisation plan: the one who receives the panel link, adds colleagues, and gets the mail when the pool is running low. Your members install VoxisLive the way any other user does, sign in with their own account, and draw minutes from the organisation instead of from a personal plan.
How a plan is opened
Enterprise plans are set up manually. There is no checkout page for them, no self-service purchase, and no way to convert a personal subscription into an organisation plan by clicking something in the app. The sequence is always the same three steps:
- Quote. You tell us how many people will use it and roughly how many minutes a month you expect across all of them. We answer with a price for a pool of minutes over an agreed period. Start at Enterprise or write to us from Contact.
- Setup. Once the quote is agreed, we create the organisation, load the pool with the minutes you bought, and register you as its administrator.
- Panel link. You receive a link to the organisation panel. That link, with your administrator account, is the whole interface: the member list, the pool balance, and the usage chart all live there.
Because the steps are manual, a change to the plan is also manual. More minutes, a longer period, a different administrator — those are requests to us, not switches in the panel.
Adding and removing members
A member is added by email address, and by nothing else. You type the address into the panel, the panel sends that address a setup mail, and the person follows it to create or connect their VoxisLive account. You do not create passwords for anyone, and you never see or hold a member's credentials.
- Add. Enter the address. The setup mail goes out immediately.
- Resend. If the mail was missed, filtered, or the address was typed into the wrong field on the other end, resend it from the panel. Resending does not create a second member.
- Remove. Removing a member takes them off the organisation immediately. Their account is not deleted.
That last point is the one worth repeating to whoever handles your leavers: removing a member removes their access to the pool, not their account. The account returns to whatever plan it had of its own — a personal subscription if they have one, the free tier if they do not. They keep their own transcript history, which was always stored on their machine rather than in the organisation. Nothing of theirs comes to you, and nothing of yours goes with them.
The pool
An organisation plan is one balance, not a stack of individual allowances. Every member draws from the same pool: a minute spent by one person is a minute the rest of the team no longer has. There is no per-person share, no reservation, and no queue — whoever is in a call is spending, and the total goes down.
This is usually the right shape for a team, because usage is uneven: the person running four cross-border calls in a week and the person running one in a month share a budget instead of each carrying a plan sized for their worst week. It also means one heavy user can consume a large part of the month, which is what the warnings and the chart are for.
Warning mail at 80% and 100%
The administrator receives a warning email when the pool reaches 80% of its minutes, and again at 100%. Each of those fires once per period — not once per day, not once per member, not every time consumption crosses the line again. If the 80% mail has been sent for this period, you will not receive another 80% mail for it, whatever the usage does afterwards.
The warnings go to the administrator address, so keep it one that is read. If your team routes such mail to a shared inbox, use that address as the administrator address rather than forwarding after the fact — the mail is sent once and is not repeated.
The 30-day usage chart
The panel shows daily usage over the last 30 days. It exists so the shape of your consumption is visible before the balance itself becomes news: a normal week looks like a row of similar bars, and an unusual day — a long all-hands, a conference, somebody leaving a session running — shows up as a spike you can ask about while there are still minutes left. Read together with the pool balance, it is the difference between noticing in the second week and finding out from the 100% mail.
When the pool runs out
When the pool is empty, members can no longer start organisation sessions against it. Nobody is silently billed and no member's card is charged on the pool's behalf; each account falls back to what it has on its own — a personal subscription if the person holds one, otherwise the free tier's daily allowance.
Refilling the pool is a request to us, the same way the plan was opened. There is no automatic top-up, so a plan that hits 100% mid-period stays there until we load more minutes — which is why the 80% mail is worth acting on the first time it arrives.
The panel itself
The panel is deliberately small. It carries the member list, the pool balance, the 30-day chart, and two presentation settings: language and theme. The interface is available in seven languages, so the person administering a plan in Istanbul, São Paulo or Seoul reads it in their own.
The panel page loads no third-party scripts, fonts or analytics — everything it draws, it draws from our own server. We hold no certification about this, ISO or SOC 2 or otherwise, and claim none; but your own security team can confirm it with a network inspector in about a minute, which is the kind of proof we prefer to a badge. The same reasoning covers the app's code on our Licensing page.
One thing that does not apply to an organisation plan: there is no device lock. The device limit exists only on the free tier, as anti-abuse. Members on your plan can install VoxisLive on a desktop and a laptop, or move to a replacement machine, without asking you or us to release anything.
Onboarding: the order matters
Add people to the panel first, then have them sign up. Enter every member's email address in the organisation panel before they create their VoxisLive account. An address the panel already knows is recognised as an expected member when the account is created, and the account lands on the organisation plan from its first session. Sign-ups that happen first can still be added afterwards, but it turns a one-step onboarding into a two-step one — so send us the address list, get it into the panel, and only then tell the team to sign up.
In practice the smoothest rollout is: collect the addresses, have them entered in the panel in one pass, let the setup mails go out, and announce the tool to the team on the same day. People who sign up after the announcement then find themselves on the plan with nothing to fix.
What the panel does not do yet
The honest list, so you can plan around it rather than discover it:
| Not available today | What you do instead |
|---|---|
| A per-seat monthly usage cap | There is no way to limit one member to, say, 200 minutes a month. Usage is pooled and uncapped per person; the 30-day chart is how you spot a member consuming more than expected, and the conversation is a human one. |
| Automatic top-up | The pool does not refill itself when it empties. Refills are requested from us. Treat the 80% mail as the trigger. |
| An organisation-wide term bank | Terms — the custom word list that helps with names, products and jargon — are set per user in the app, and cannot be pushed to every member from the panel. A shared glossary has to be distributed the ordinary way and entered by each person. |
None of these are refusals in principle; they are simply not built. If one of them is the difference between the plan working for you and not working, say so when you ask for a quote — that is how the list gets shorter.
What your members see
Nothing unusual. A member on an organisation plan uses the same app as everyone else; the only visible difference is where the minutes come from. There is no administrator view of what they translated, and no transcript travels to you. If you need to know what was said in a meeting, ask the person who was in it.
For what the app itself does, start at Features or the meetings page; for the individual plans a removed member falls back to, see Pricing.