Garba's user management is built on four things: teams, roles, access policies and recording licenses. Together they decide what each person in your account can see and edit. This guide explains how they fit together.
Every user in Garba belongs to a team.
If no team is specified when a user is created, the user is placed in the account's default team — named General when your account is created.
The default team can be renamed and configured like any other team, and you can make another team the default from Teams. The default team cannot be deleted, and a team can only be deleted once no users are assigned to it.
Only Admins can create and delete teams. A Manager can edit their own team.
Each team follows one of the following access policies, which determine how users can access meetings and emails. Only Admins can change a team's access policy.
Own team only – Users can access meetings and emails within their own team.
Own and specified teams – Users can access meetings and emails within their team, plus any additional teams the team has been given access to.
All teams – Users can access meetings and emails across all teams.
Own only – Users can only access the meetings and emails they own. Managers and Admins keep their wider access: a Manager on an Own only team still sees their team members' meetings and emails, and an Admin still sees the whole account.
Private meetings and emails are only visible to the owner and the participants, regardless of access policy — this includes Managers and Admins. Your personal default is the Default Meeting And Email Privacy setting in User Settings.
Two things can override that personal default: a meeting marked private in your calendar is always private, and internal meetings (where everyone is on one of your own email domains) follow the account-wide Internal Meetings Default Privacy setting in Account Settings, which is set to Private by default. Once a meeting is private, Garba never makes it public again on its own.
Sharing a single meeting: you can always give a colleague access to one specific meeting from Meeting Access on the meeting page, with view or edit rights. That works even when the team's access policy or the privacy setting would otherwise hide it.
Upcoming meetings: colleagues only see upcoming meetings that Garba is set to join. Meetings where recording is turned off, or where no decision has been made yet, stay visible only to the people in the meeting.
Garba offers three user roles, each with different permissions:
✅ Full access to all teams, meetings, public emails and deals in the account.
✅ Manages account settings, integrations, teams and users.
✅ Manages Summary Templates, Playbooks, Frameworks, Documents, Email Templates, Retention Policies and API keys.
⚠️ Cannot see other users' private meetings or private emails — only the owner and the participants can, unless the meeting has been shared with them.
✅ Can view and edit the meetings and emails owned by users in their own team.
✅ Sees the deals owned by their team members, and Team Overview for their team.
✅ Can add and edit users in their own team, and edit their own team — its name, members and access to other teams.
✅ Can manage Meeting Types and Tags.
⚠️ Cannot create or delete teams, cannot change their team's access policy, and cannot create or edit Admin users. Summary Templates, Playbooks and account settings are Admin-only.
✅ Meeting and email access is determined by their team's access policy.
✅ Can only edit the meetings and emails they own themselves.
✅ Sees the deals they own.
Roles decide what a user may see, while a recording license decides whether Garba records that user's own meetings. You set it per user in Users, and the number of licenses still available on your plan is shown next to the toggle.
With a recording license – the user can connect their calendar, Garba joins and records their meetings, and they get their own notification settings, personal integrations and My Performance.
Without a recording license – the user can still sign in and read the meetings, emails and insights their role and team policy give them access to, but Garba does not record their own meetings and they cannot connect a calendar.
Turning a license off frees it up for another user.
If your account uses Deals, access is decided by the user's role alone — team access policies do not apply here:
User – sees the deals they own.
Manager – sees the deals owned by anyone in their own team.
Admin – sees all deals in the account, including deals without an owner.
A deal's owner comes from the deal owner in your CRM, matched to the corresponding Garba user.
By structuring your users, teams, access policies and licenses properly, you can ensure a seamless and controlled experience in Garba.
If you have any questions, feel free to reach out to our support team! 😊
