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An organisation is a shared team space that you can use to share projects for collaborative projects. There are two ways to belong to an organisation, as an Admin or as a Member.
Permission / CapabilityAdminsMembers
Can check usage✓✗
Can manage member status✓✗
Can add and remove users✓✗
Can see all public projects✓✓
Can see all private projects✓✗
Can create projects✓✓
Can see and open all projects✓✗
Can open projects they are part of✓✓
Admins have additional permissions that allow them to manage the organisation, as described in this guidance document.

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Membership Management in Your Organisation

Click on your organisation name on the top left of your CoLoop homepage and then select “Manage”. Click on ‘Members’ to add or remove team members. Enter in your colleagues’ emails and hit invite. They will recieve an email prompting them to create their CoLoop account and join your organisation’s workspace (please check spam). An invite to join CoLoop is valid for 30 days. Admins can also change the permissions of organisation members here, but toggling between ‘Admin’ or ‘Member’ next to a user’s name and email. Inviteusersflow Gi

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Reviewing Membership Requests

As an organization admin, you may receive requests from team members who want to add people to projects who aren’t yet in your workspace. You can review and manage these requests from the organization dialog.

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Accessing Membership Requests

  1. Click on your organisation name on the top left of your CoLoop homepage and select “Manage”
  2. In the organization dialog, click on the “Membership requests” tab
  3. Here you’ll see all pending requests from your team members

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Reviewing a Request

Each membership request shows:
  • The email address of the person being requested
  • Who requested to add them
  • When the request was made
  • The project they’ll be added to (if applicable)

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Approving a Request

  1. Click “Approve” next to the request
  2. An invitation will be automatically sent to the requested person’s email
  3. When they accept the invitation and join your workspace, they’ll automatically be added to the relevant project
  4. The request will be marked as approved

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Rejecting a Request

  1. Click “Reject” next to the request
  2. Optionally, add a reason for rejection (this helps your team understand why)
  3. The request will be marked as rejected
  4. Any pending project invitations for this person will be removed
When you approve a membership request, the person will receive an email invitation to join your workspace. Once they accept and join, they’ll automatically be added to the project they were originally invited to.

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Setting Media Controls for your Organisation

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Auto Media Deletion

Admins can enforce organsiation-wide deletion of media files after processing. This means, that as soon as transcripts are created for any audio or video uploaded into the platform, the audio and video files will be deleted leaving just the transcript.
We strongly recommend AGAINST setting up auto-deletion of media unless absolutely necessary. It will prevent users from being able to re-do transcriptions, use the stimulus deck concept testing method, and from cutting clips of audio and video.

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PII (Personally Identifiable Information)

Admins can enforce organisation-wide PII controls. PII is Personally Identifiable Information (such as Date of Birth, County of Origin and Name). Admins need to click ‘Manage’ and then select ‘Media Controls’. The relevant PII policies can be selected. These will automatically be applied to any audio or video files anyone in the organisation uploads. Screenshot 2025-10-27 at 16.27.03.png

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Checking Usage

Admins can also check their orgaisation’s usage by clicking on the Usage Dashboard icon, found on the top left of the home page next to the organisation workspace name. image.png This will show admins how many transcription hours, translation hours, chat questions, analysis grid questions and projects their team has used. Screenshot 2025-10-27 at 16.41.42.png

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Buying Additional Hours or Open Ends Credits

Admins can also buy top ups of additional hours or questions if needed, as well as open ends credits, via the usage dashboard. Click on ‘Buy More Credits’ in the top right hand corner of the usage dashboard and you’ll be redirected to a checkout where you can purchase what you need.