Organizations Overview
When to use organizations and teams, and how they relate to workspaces and projects.
An organization is Kalima's shared home for a company or group, it holds your members, your teams, and a shared billing setup in one place. If you work alone, you may never need one. If you transcribe alongside colleagues, an organization is where you bring everyone together.
How Kalima is organized
Kalima gives you four ways to organize your work, from purely personal to fully shared. Knowing which is which makes everything else easier.
The first two are about organizing your own work; the last two are about working with other people.
- Workspaces are personal folders that only you see, use them to tidy your sidebar (Work vs. Personal vs. Clients).
- Projects are folders of sessions that carry shared transcription settings and can be opened up to collaborators.
- Organizations are the company-level container that owns members, teams, and shared billing.
- Teams sub-divide an organization so you can group people and fund their recording separately.
You do not need an organization just to share your work. A single session can be shared with a link, and a project can be shared with individual collaborators, neither requires an org. Reach for an organization when you want shared membership, teams, and one combined bill across many people.
When should you create an organization?
Create an organization when several people need to belong to the same Kalima account structure and you want to manage them, and their billing, together. Typical signs you're ready for one:
- You're bringing a whole team or department onto Kalima.
- You want a single subscription and bill to cover everyone instead of individual plans.
- You need to group people into teams (for example Sales and Support) with their own funding rules.
- You want to share sessions with an entire organization or team at once, rather than person by person.
If it's just you, stick with workspaces and projects, you can always create an organization later.
What's inside an organization
Every organization is made up of the same building blocks.
| Building block | What it is |
|---|---|
| Members | The people who belong to the organization, each with a role (owner, admin, member, or viewer). |
| Teams | Optional sub-groups inside the org, each with its own members and an optional billing policy. |
| Billing setup | Per-seat subscription plus optional shared balances and a funding order for recording time. |
| Settings | The org's name, unique URL slug, description, and logo. |
You manage all of this from the organization's detail page, which is split into Members, Teams, and Settings tabs.
Which plans can own an organization
Creating an organization requires a paid plan, and how many you can own depends on your plan. The Free plan cannot create organizations.
| Plan | Organizations you can own |
|---|---|
| Free | None, creation is blocked with an upgrade prompt |
| Plus | 1 |
| Pro | Up to 3 |
| Team | Unlimited |
| Enterprise | Unlimited |
Team and Enterprise are the seat-based collaboration plans, so they're the natural fit once you're running organizations with many members. For full pricing, see Plans & Pricing.
If you only want to share sessions or projects with a few people, you can do that on any plan without an organization. Upgrade to a plan that allows organizations only when you need shared membership, teams, and combined billing.
Creating an organization
Once you're on a plan that allows organizations, setting one up takes under a minute.
You can later update the name, slug, description, and logo from the Settings tab (slugs always stay unique). Only the owner can permanently delete an organization, which removes its data, so treat deletion as final.
Roles at a glance
An organization has four roles. Here is the short version; the full reference lives on the Roles & Permissions page.
| Role | Can do | Counts as a seat? |
|---|---|---|
| Owner | Everything, plus delete the org and transfer ownership. The creator; can't be removed. | Yes |
| Admin | Invite and manage members, create and manage teams, configure billing. | Yes |
| Member | Basic access to the organization. | Yes |
| Viewer | Read-only, can see members. | No |
Owners, admins, and members each consume a billable seat; viewers do not. See Members & Roles for inviting people and changing roles, and Billing & Seats for how seats are charged.
Explore the organization features
Frequently asked questions
A workspace is a personal sidebar folder just for grouping your own projects. A project is a folder of sessions that carries shared transcription settings and can be shared with collaborators. An organization is a shared container for a company or group, with members, teams, and a shared billing setup. Use workspaces to tidy your own view, projects to collaborate on sets of sessions, and organizations for company-wide membership and billing.
The Free plan can't create organizations, and paid plans have a limit on how many you can own (Plus 1, Pro up to 3, Team and Enterprise unlimited). If creation is blocked, you've either reached your limit or need to upgrade. Delete an organization you no longer need, or move to a higher plan.
On the Team plan an organization can have up to 50 members; Enterprise is unlimited. Owners, admins, and members each take a billable seat; viewers don't. See Billing & Seats.
Yes. An admin can update the name, slug, description, and logo from the Settings tab at any time. The slug must remain unique across Kalima.
Deletion is permanent and removes the organization's data. Only the owner can delete an organization, so make sure you mean it before confirming.