Workspace Setup & Access
Chatobserver is a hosted platform—there’s nothing to install locally. Use this playbook to configure access, guardrails, and billing so your team can focus on monitoring AI search.
Roles and access tiers
| Role | Capabilities |
|---|---|
| Owner | Billing, credit management, workspace settings, invite/remove members, manage prompts & runs |
| Admin | Manage prompts, runs, personas, groups, analytics snippet, invite members |
| Member | Create/edit prompts they own, view dashboards, download sources, request upgrades |
- Owners and admins can promote or demote roles from Settings → People.
- Admin privileges exclude billing changes. Owners are the only role that can update plan or payment method.
- Members can still create prompts; ownership determines who receives status notifications.
Adding teammates
- Go to Settings → People and click Invite teammate.
- Enter their email, choose a role, and optionally add them to a prompt group.
- Invitations expire after 7 days. Resend from the same panel.
Connecting additional domains
The domain list powers verification for the analytics snippet and helps the Sources tab distinguish owned sites from competitors.
- Navigate to Company → Domains.
- Add each top-level domain you want Chatobserver to treat as “owned.”
- Re-run analytics verification after publishing the snippet to a new domain.
Managing analysis credits
- Credit balances reset at the start of each billing period.
- Credits decrement per AI answer that completes analysis.
- When credits hit zero, prompts pause and a Credit hold banner appears in the dashboard. Owners can purchase top-ups or upgrade tiers.
API keys
Generate and manage API keys from Settings → API.
- Keys grant read-only access to the External API for your workspace.
- Rotate keys regularly and revoke any that are no longer required.
- Store keys in a secure secrets manager; anyone with the key can access your workspace data via the API.
Security recommendations
- Require SSO at the identity provider if your organization uses Okta, Google Workspace, or Microsoft Entra.
- Enable multi-factor authentication for owners and admins.
- Review access logs in Settings → Activity to monitor sensitive actions like prompt deletions or billing changes.
Need to hand off access? Transfer ownership in Settings → People before removing the original owner’s account.