Admin Controls & Settings

Accessing workspace settings#

1. Click the Settings gear icon in the bottom-left corner of Decision Site.
2. Select Workspace from the left-hand sidebar.

Email ingestion alias#

This is the workspace-level address covered earlier in Email Ingestion — the one that lets any internal user send or forward email straight into Decision Site. It only helps if people actually know it exists, so make sure your team is aware of it. Decision Site assigns each ingested message to an account based on the sender's or recipient's domain; from there, someone on that account's team routes the message to the right Decision Site.

Organization branding#

• Organization Logo — upload or update the logo shown throughout Decision Site.
• AI Note-Taker Thumbnail — customize the image your AI notetaker uses as its thumbnail when it joins and records a call, so it matches your organization's branding instead of the default image.

Access controls#

This setting determines which Decision Sites Creators and Collaborators can see across the workspace — choose one of three modes:

• Organization-Wide Access — every Creator and Collaborator can see every Decision Site in the workspace. Teams functionality is disabled under this mode.
• Team-Based Access — people can see Decision Sites they own, ones owned by members of their team, and ones where they've been added as a member. Admins create and manage teams from the Teams tab.
• Individual Ownership — the most restrictive setting. People can only see Decision Sites they own or are a member of; team membership alone doesn't grant access.

Automatic sharing of call recordings#

This controls whether call content is automatically shared with external attendees after a meeting. It's off by default — meaning external attendees won't automatically receive the recording, transcript, or AI-generated summary. Internal attendees still get their own recap email regardless of this setting, and can adjust that for themselves under their personal Meeting emails preference (see Individual User Settings above).

Products, services & languages#

Products and Services — add information about what your organization actually sells. This helps Decision Site customize meeting experiences, AI-generated content and context, and client interactions around your real offering.

Workspace Languages — configure which languages are supported across the workspace, to match your organization's meeting and content needs.

Workspace & excluded domains#

Workspace Domains are how Decision Site tells internal contacts and events apart from external ones. Add your organization's primary domain, any additional organizational domains, and partner domains that should be treated as internal — for example, if a partner organization's people should count as part of your internal team, add their domain here too.

Excluded Domains work the other way: domains that should never generate an account in Decision Site at all. Useful for organizations you interact with but don't sell to — vendors, partners, and other service providers — so they don't clutter your Accounts homepage.

Managing integrations#

The Integrations tab is where admins enable and configure third-party connections at the workspace level, so they're available to internal users across the whole organization.

CRM Integrations — Decision Site connects with Salesforce, HubSpot, Microsoft Dynamics 365, and Zoho CRM. After the workspace-level connection is made:

1. Find the CRM integration on the Integrations tab.
2. Select Configure.
3. Choose which CRM fields should be available in Decision Site — for companies/accounts, deals/opportunities, and contacts.

Once configured, authorized users can view and update these fields directly inside Decision Site, and changes sync back to the connected CRM — this is what powers the CRM Integration & Tracking behavior covered earlier in this guide.

Communication & Collaboration Integrations — Slack and Microsoft Teams work the same way: configured once by an admin at the workspace level, then available to everyone in the organization.

Members & roles#

Any new internal team member — a seller, a CSM, anyone — has to be invited by an admin.

Access the Members page:

1. Click the Settings gear icon in the bottom-left corner of Decision Site.
2. Select Members from the left-hand sidebar.
3. Review the list of current internal members and their assigned roles.

Decision Site has three roles:

Role	What they can do
Admin	Comprehensive access and control across accounts, Decision Sites, meetings, artifacts, settings, templates, saved prompts, skills, and membership/access management. Reserve this for a small group who genuinely needs it — company leaders, sales operations, sales leadership.
Creator	Typically a frontline seller. Can access and manage their own meetings, Decision Sites, and accounts, record meetings, create Decision Sites, and access anything they've been invited to.
Collaborator	Read-only. Can view Decision Sites, meetings, and artifacts they've been invited to, and review captured context — but can't record their own meetings or create a Decision Site. A good fit for someone who needs visibility without full creation rights.

Invite a new member:

1. From the Members page, click Invite in the top-right corner.
2. Enter the new member's email address.
3. Select the appropriate role — Admin, Creator, or Collaborator.
4. Optionally, add a personal message.
5. Click Send Invite.

Templates: the basics#

Templates are a workspace-level library of reusable starting points — instead of building every Decision Site from scratch, admins pre-build the pieces once (mutual plan milestones, onboarding forms, sales artifacts, AI prompts) and apply them when creating new sites.

There are five types. Mutual Plan, Prompts, Forms, and Artifacts are independent libraries — mix and match freely; you can apply a Mutual Plan template without matching Artifacts, for example. Decision Site templates are the bundle: a named preset that references items from the other four, so choosing one applies everything at once.

One thing worth knowing: templates copy their content into a new Decision Site at creation time — they don't stay synced afterward. Editing a template later won't change any site already created from it.

Settings → Templates is visible to Admins, Creators, and Collaborators. Who can actually create or edit varies a bit by type — Admins can edit anything; Creators can build most template types; Collaborators generally have narrower rights, such as editing only an Artifacts template or a Mutual Plan template they personally own.

Mutual Plan templates#

A reusable scaffold of milestones and tasks, with relative due dates (e.g. "+14 days" from when the Decision Site is created) instead of fixed ones. Task owners aren't part of the template — those get assigned once the plan is live on a real site.

Build one from Settings → Templates → Mutual Plan → Create, or save an existing site's Mutual Plan as a template directly. Once applied to a new Decision Site, it's fully editable there — due dates calculate from that site's creation date, and every task starts at Not Started.

Prompt templates (Power Commands)#

What your team calls Power Commands are Prompt templates under the hood — reusable AI prompt text configured at the workspace level, and invoked as slash commands (e.g. /catch-me-up), suggested prompt chips, or directly from a meeting or artifact.

A prompt template includes a title, description, the prompt text itself, a category (Email / CRM / Report), where it's allowed to show up (Organization AI, a Decision Site, a meeting, an artifact, or all of these), and whether buyers can see it. It can also be scoped to specific Decision Sites rather than the whole workspace.

Build one from Settings → Templates → Prompts. Every workspace also starts with a few seeded defaults, like Catch Me Up, Generate Follow-up Email, and Meeting Summary.

Workspace-wide prompts show up automatically wherever their placement and buyer-visibility settings allow — no extra step needed. Site-scoped prompts need to be explicitly linked, either through a Decision Site template bundle or by selecting them individually.

Forms templates#

Forms are structured questionnaires — multiple choice, ranges, dates, free text — used to gather feedback or requirements, especially for buyer onboarding and contact profiling.

Build one from Settings → Templates → Forms → Create: add a name, description, and which buyer department it applies to, then build out the questions. Two settings worth knowing: whether the form should be automatically added to every new Decision Site, and whether it should be used for Onboarding — meaning it can drive the first-sign-in orientation flow for a buyer in a matching department.

Once applied to a site, responses show up on Contacts and in the survey response views sellers use.

Artifacts templates#

Reusable documents and links — decks, PDFs, one-pagers, URLs. Each template is a single file or link with its own title, description, and metadata, not a folder structure.

Build one from Settings → Templates → Artifacts → Create, or save an existing artifact from a live Decision Site as a template. When applied to a new site, a file template creates its own copy there rather than a shared reference, while a URL template is simply linked. Either way, it's fully editable on that site afterward, independent of the original template.

Decision Site templates#

This is the master bundle — a named preset that ties together one optional Mutual Plan template plus any number of Forms, Artifacts, and Prompt templates. It doesn't set things like site branding, teammates, or CRM linkage; those stay separate steps in the Create Decision Site flow covered earlier in this guide.

During Create Decision Site, if any bundles exist, users see a Choose a Template option — picking one applies every bundled component in one shot. Skip it, and they can still pick individual templates per category on the steps that follow.

Build a bundle from Settings → Templates → Decision Sites → Create: name it, describe it, and select from your existing Mutual Plan, Forms, Artifacts, and Prompt libraries.

Skills: how they work#

Skills are the backend intelligence behind the AI Assistant — persistent, reusable context that encodes your specific sales methodology, playbooks, and expertise, rather than the general knowledge a model starts with.

The clearest way to separate Skills from Prompt templates: prompts are the frontend, skills are the backend. A prompt is the point-in-time task a user runs, like "draft a follow-up email." A skill is the reusable manual the agent pulls off the shelf to execute that task to your organization's standard — and one skill can support many different prompts at once.

A skill gets used one of two ways: autonomously, when the agent's own judgment decides it's relevant, or explicitly, when someone asks it to use a specific skill by name.

What actually makes a skill findable is its description — the agent scans a skill's name and description before it ever opens the content, so a description that leads with the real trigger ("use when a prospect raises a price objection tied to a competitor's quote") gets found far more reliably than one that just restates the skill's name ("objection handling skill").

Scope matters too: an org-level skill is reachable by the workspace's AI Assistant everywhere, and can be tagged to a specific Decision Site to make it available there as well. A skill created inside a specific Decision Site stays encapsulated to that site — it can't be reached or edited from the org level or any other site, which keeps deal-specific intelligence from leaking across accounts. Only Admins can create and edit skills, to keep the library consistent.

Creating a Skill#

1. Go to Skills. Either Organization Settings → Skills, or a specific Decision Site's Settings → Skills, then click Create.
2. Name it.
3. Write the description. Technically optional, but this is what makes the skill findable — write it as "Use when…" and be specific about the trigger situation, not a category label.
4. Write the content, in markdown — this is the actual instruction set the agent follows.
5. Add tags (optional) to help the AI browse and filter your skill library.
6. Set availability. From Organization Settings, choose whether the skill is on workspace-wide and which Decision Sites (if any) can reach it. Creating a skill from inside a specific Decision Site scopes it to that site automatically.

A couple of habits worth carrying into how you write the content itself: give every instruction a clear finish line — "list every open deal, its stage, and its last activity date" forces real work to happen, where "understand the account" invites the agent to call it done the moment it feels roughly informed. And state the behavior you actually want rather than only what to avoid — "reframe around value before any pricing conversation" works better than "don't discount immediately."