RoomSum for admins

You run the organization: the team and its roles, seats and billing, branding, the connections to other systems, and the things only an admin can delete for good. Admins can do everything, so the developer, facilitator, and moderator guides apply to you when you wear those hats; this one covers what only an admin does.

Getting started

Setting up the organization, start to finish.

Sign in at roomsum.com; it takes you to Classes & Questions in your organization, or asks you to pick one if you belong to several. Where anyone lands depends on their roles: admins and developers on Classes & Questions, moderators on Moderation, facilitators on Sessions. If you created the organization, you already hold every role.
Team: add each person by email and tick their roles. Developers build classes and decks, facilitators run sessions, moderators answer. Give people a display name with Set name so colleagues see a name rather than an address; it works before they have signed in.
Branding (Business): logo, accent color, and the background your developers will put on the slide master, so decks and phones match.
Plan: the Free plan is a real plan with no card. Upgrade from the Billing row when you need more classes, more participants, email delivery, or the PowerPoint add-ins, and add facilitator seats or Action Planning as the team grows.
DriveState, if your organization uses it: connect it once with a connect code, and your courses can run Checkpoint Live rounds while moderators draft answers from your knowledge base.
Report emails: on each class, choose who gets which of the three emails after a session: the summary, the action plans (counts and due dates), and the evaluation (NPS, comments and a CSV, when its window closes). Facilitators (green ticks) get all three for the sessions they start or co-facilitate, and never anyone else's; untick one to stop it for that facilitator. Admins (blue ticks) and moderators (amber ticks) get the ones ticked for them for every session of the class, so a client's moderator can have the summaries without being an admin. The table is grouped by each member's highest role: Admins, Moderators, Developers (those who also facilitate, with a facilitator's emails), then Facilitators. Only admins can change these. A gray column means that email cannot go out for the class yet (course evaluation off, or no action plan); the reason is under the table.

Then hand off. Admins do not run sessions: starting one needs the facilitator role, which is the billable seat. If you present as well, add facilitator to yourself under Team.

Team, roles, and seats

How do I add someone to my organization? Organization, then Team: enter their email, pick roles, Add member. They sign in with a one-time email code, with their Google or Microsoft account when the address matches, or with a passkey once they have added one. Use Set name beside them (or Rename later) to give them a display name.

How do I add many people at once? Organization, then Team, then Import…: choose an Excel (.xlsx) or CSV file with one person per row and three columns, Name (optional), Email and Roles. Roles takes admin, facilitator, moderator or developer; put several in one cell separated by commas (in a CSV, a cell with commas is normally quoted, but an unquoted list at the end of the row is read correctly too). The dialog has an Excel and a CSV template to start from. It checks the whole file first and shows every row: nothing is added while any row has a problem, or when the file needs more facilitator seats or team places than are free, and it says how many and where more seats come from. Leave anyone out with the × beside their row (Put back undoes it), so trimming a list never means editing the file. People already in the organization are skipped and keep their roles. New members get their names and, unless you untick it, a sign-in invite.

Microsoft says RoomSum "needs admin approval". What now? Some companies let staff use their Microsoft account only with apps their IT department has approved. Send your IT administrator this link: approve RoomSum for your company. Opening it and choosing Accept approves RoomSum once for everyone in the company, and the Microsoft button works from then on. RoomSum receives only the person's name and email address from Microsoft, nothing else. Until the approval happens, the email code works as always.

Our security software blocked roomsum.com, or our mail filter eats the emails. What do I tell IT? Send them RoomSum for IT departments. It is written for them: the hosts to allow, how RoomSum email is authenticated, what the Microsoft and Google sign-in buttons request, and where data lives. If their filter blocks roomsum.com itself, download the PDF from that page and email it; the file names the live address for whoever reads it later.

What does a new team member see? The invite email names their roles, says in a line what each one lets them do, and its button opens the screen that matches: the moderation panel for a moderator, Start for a facilitator, the admin console for an admin or developer. Their first signed-in visit stops at Your access (always in the Account menu afterwards), which lists the roles they hold with a door to each, and the roles they do not hold with an "Ask for this role" button. That sends your admins an email through RoomSum, with an optional line from the requester, and the request appears at the top of the Team card on Organization with Accept and Dismiss. Accept adds the role and emails the person; Dismiss clears the request as if it had never been made, and the role can still be added from Team at any time. A role added by hand under Team settles the request the same way. While a request waits, the requester's Your access page shows when it was sent and offers Remind them, which emails the admins again, marked as a second request, at most once a day. Nothing is granted automatically. Someone added to the team who never signed in gets the same first stop whenever they do.

Which role does what? Admin manages the team, branding, billing, and the organization's settings, and can see every class, session, and report. Facilitator starts and runs sessions. Moderator answers submissions and publishes. Developer builds classes, questions, and action plans without organization powers. One person can hold several.

Why can't I start a session even though I am an admin? Starting a session requires the facilitator role, because that role is the billable seat. Add facilitator to yourself in Team. Admin covers every other permission, but not this one, by design.

How many seats am I using? The Team panel shows "N of M used". Only facilitator-role members consume a seat. Moderators, developers, and admins without the facilitator role do not.

How do I bring in an outside course author? Add them as a developer. They can create and edit classes, questions and domain terms, and can share or duplicate a class, with its stock answers if it has any. They cannot write or edit stock answers, which is moderators' work in Moderation, and they cannot see billing, manage the team, change branding, start sessions, or permanently delete anything. The work lives in your account and stays yours.

Can I sign in without waiting for an email code? Yes, with a passkey. Sign in once with the code at roomsum.com, open roomsum.com/account/passkeys, and add a passkey; it uses your device's own unlock (Face ID, Touch ID, Windows Hello). From then on the sign-in page offers "Sign in with a passkey". Passkeys live on roomsum.com itself, so start there rather than on your organization's subdomain; the sign-in carries over.

Billing and plans

What do the plans include? Free: one class, three active questions, ten participants, two team members and one facilitator seat, with no email delivery or CSV exports. Every plan, Free included, runs from PowerPoint: RS Question slides move phones, and the join screen, results-only slides and DS Check work everywhere. Starter: five classes, ten questions per class, twenty participants, five team members, email delivery, CSV exports, two seats, and action plans as an add-on. Business: unlimited classes, questions and team members, 250 participants, five seats, action plans, course evaluations, the stock answer library, update re-sends, multi-day sessions, and branding with no badge. Enterprise is quoted per engagement. Checkpoint Live runs on every plan, on the organization's own DriveState account. The pricing page at roomsum.com has the current numbers.

How do I upgrade, downgrade, or cancel? The Billing row at the top of the organization page. Upgrades go through Stripe checkout; Manage billing opens the Stripe portal for changes, invoices, and cancellation. Cancelling stops future charges and keeps your account and content. RoomSum emails you before every renewal, a week ahead monthly and two weeks ahead annual.

What is launch pricing? Subscriptions started by December 31, 2026 get 25% off, and the rate stays with the subscription for as long as it remains active. The Billing row says so while it applies. Annual plans pay for ten months and get twelve.

How do I add facilitator seats? Starter includes two and Business five. Add more from the organization page; each is a line on your subscription. Seats ride on a subscription, so on complimentary access they cannot be bought.

How do I get action plans? Included with Business. On Starter, add Action Planning under Organization, then Add-ons. The 30-day signup trial (Business) includes it.

I have an invite code. Have an invite code? on the Billing row. A code grants complimentary access to a paid tier for a limited time. You get a reminder before it expires; if you do not subscribe, the account returns to Free with all data intact.

I am on complimentary access and want to subscribe now. Subscribe any time. Your card is taken at checkout and billing starts the day the complimentary period ends, at launch pricing if it applies; the Billing row then reads "Subscribed, billing starts" with the date. If you were comped on Business and choose Starter, you keep Business until billing starts, and the organization page offers to keep Action Planning for $9 a month, since Starter does not include it.

We have a conference or a one-off event. Event packs at roomsum.com/events give a fixed number of days of Enterprise access without a subscription. The clock starts when you redeem the code, not when you buy it.

Downloading action items

Can I download the action items? Only if your organization has been given the action item download; it is off by default, and it is turned on for an organization by RoomSum on request. Administrators then see ⬇ Action items CSV beside the other exports on a session's report, and so does anyone who is sent that session's action plans email: a facilitator of the session (unless an admin has unticked Action plans for them under Report emails on the class), and an admin or moderator who is ticked for Action plans there. The file is one column: the wording of each action item people wrote, and nothing else. It holds no steps, no notes, no dates, no names, no email addresses and no times. The items are shuffled on every download, so their order says nothing about who wrote what or when, and an email address, web link, @handle or phone number typed into an item is replaced before the file is built. A name typed into free text cannot be found by a rule, so read the file as you would any anonymous comment. A session needs at least five plans to download, so no one can be recognized in a small room. Each download is recorded in the organization's activity log. Where the download is on, the plan form tells the people writing a plan that the organization may receive the wording of everyone's action items together, never tied to a name or an address.

Branding

How do I change our organization's name? Organization, then Organization branding: the Organization name field at the top, then Save name. Admins only, and on every plan (the rest of Branding is a Business feature). Phones, the room's screen, emails and reports use the new name at once, and the change is recorded in Activity. The organization's web address, its roomsum.com subdomain, stays the same.

Where do I set our look? Organization, then Organization branding: logo, accent color, background image or color, a light or dark scrim, and the projector text size, with live projector and phone previews. Branding is a Business feature. The background you set here is the image your developers put on the deck's slide master, which is what makes a deck and the phones look like one product.

Our logo is white. What about light mode? The logo you upload is the room's: participant phones and the projector are always dark, so a white logo is right there. The admin screens follow each computer's light or dark setting, and in light mode they set a white logo on a small dark badge so it stays visible. If you have a version for light backgrounds, add it with Upload logo for light backgrounds, and the admin screens use it in light mode instead. Participants always see the room's logo.

Can one class look different? Yes. On the class, Customize for this class overrides only the fields you change, and Revert to organization branding undoes it.

Class governance

Who owns a class, and what does the lock do? Every class records who created it and carries a current owner. From the class's settings panel you can reassign the owner when a course changes hands, and you or the owner can lock editing. On a locked class, other developers can view everything and run sessions as usual, but changing settings or questions is refused for everyone except the owner and admins. Locking protects finished course work from accidental edits when several developers share the organization; new classes are born unlocked. Unlock from the same panel.

When would I regenerate a class key? The class key is what a deck carries to drive the class without anyone signing in. Regenerate it when a deck has gone where it should not have: a facilitator who has left still has the file, or a deck was emailed outside the organization. The old key stops working at once, and decks in the field stop driving until a developer re-saves their slides with the new key or a facilitator starts or locks from RS Start, which rebinds them. Nothing else changes. Treat it like changing a lock, not routine maintenance.

What are a class's session defaults? On each class: multi-day on or off, whether questions are accepted while a session is paused, and the session length in hours. Sessions started from a deck use these defaults; a facilitator starting from the Sessions page can override them for one run. On Business and Enterprise the same place turns on the course evaluation: four anonymous questions with the NPS on the session and class reports, and sets how long it stays open after a session closes (20 hours by default, 0 for a demonstration, 72 for three days).

The Activity panel. At the bottom of the admin page: who changed what, and when, across classes, questions, stock answers, locks, ownership, and session archive or delete. Each entry names the person, the action, and which fields changed. Entries are kept for 180 days. Session starts and closes are not repeated there; the sessions list already shows who started each one.

Sessions and reports

How do I try a class before the day? Test, beside a class on Classes & Questions or in Moderation, opens a test session on one screen: the real results wall and a simulated phone side by side, both live. Facilitators get it on Sessions (Test this class first, once they pick a class) and developers on Classes & Questions; moderators do not, since a test cannot be moderated. While a test is running, the class's deck drives it exactly as it drives a live session: open the deck, run the show, and every RoomSum slide moves the test's phones. Signed in on RS Start as the person who started the test, the slide shows the test's join code, and if you can start sessions it also offers Start a session for the real one, which ends the test (its reports come to you, as with End test) and moves the deck to the real session. A real session of the class, when one is running, always comes first. Put each question on the wall and answer on the phone. When the class has them turned on and your plan includes them, the last steps offer the action plan and the evaluation. End test closes it and sends its reports to you alone, marked TEST; Delete now deletes it at once and sends nothing. Anything a test creates is deleted six hours after it ends.

Who are our strongest facilitators, and our strongest pairings? On Reports, admins have By facilitator. The course evaluation scores the class as delivered, so a co-taught session counts for everyone who taught it, and the same four questions then read three ways: each facilitator, pooling every response from the sessions they led or shared; each pairing that taught together, with its own NPS; and each facilitator by class, so you can see which classes someone scores best for. A session records who started it as the lead; co-facilitators are added at start or afterwards on the session's report.

Can I stop facilitators seeing each other's reports and evaluations? By default every member of your team can open every session's report, evaluation results included, and the session list names who ran each one. Under Organization, Who sees reports, tick Facilitators and developers see only their own sessions' reports, and a facilitator or developer opens only the sessions they started or co-facilitate: their list, each report and its evaluation, the exports and the stored summaries. Admins and moderators still see every session, and the report across a whole class is for them too. It follows who is sent each report by email, and it is off until you tick it. Starting and running sessions is not affected. A facilitator who joins a running session with Add me becomes its co-facilitator, and so sees its report, so each partner in a pair should add themselves at the start; if one forgets, the person who ran the session can add them afterwards under the session's details on Reports. The live screens (the control room and Moderation) and the raw questions and answers behind a session are not covered. The change is written to the Activity log.

What is the session reference, and can we call it something else, or require it? Beside the session name, a facilitator can type your organization's own code for the delivery: a training locator, an LMS event number. It shows with the session in the control room and on Reports. Under Organization, Session reference lets you name the field after whatever your rosters call it, so the start screen and the RS Start slide say "Training locator code" instead of the generic wording. Tick Required beside it to make it compulsory (it is off by default): the field then says "(required)" instead of "(optional)", a facilitator cannot start a session on RS Start or Sessions without one, and it cannot be cleared on Reports afterwards. Test sessions never need a reference. Tick Unique too and no two running sessions can share a reference: when two co-facilitators both try to start the same delivery, the second is refused and offered to join the first instead, with a button naming it: Add me to “Atlanta” as a co-facilitator on the RS Start slide, Add me to “Atlanta” and open it on Sessions. A session that has ended no longer holds its reference, so a delivery restarted under the right class after a mistaken start goes through.

Connecting DriveState

How do I connect DriveState? Under Organization, with a connect code from your DriveState workspace (from its Tenants screen; a code lasts ten minutes). Once connected:

Facilitators can run Checkpoint Live rounds from their decks, and developers add rounds to a class under Classes & Questions, at Checkpoint rounds. There is no roster to maintain and no invite email to send: every phone in a session gets each round.
Moderators get ✨ Draft on unanswered questions, coverage checks, a gap report, and a way to send approved answers back into the corpus; the moderator guide covers those.

"The DriveState connection was revoked." The key was retired on the DriveState side. Connect again with a fresh connect code.

Deleting, archiving, and the trash

What is the difference between archiving and deleting? Archiving only hides a class from the lists and keeps everything working; archived classes still count toward your plan's class limit. Deleting puts it in the trash on its way to being erased, and trashed classes do not count toward the limit.

What happens when I delete a class? It goes to the trash. It stops running immediately and leaves every list, and you can restore it for 30 days. After that it is deleted permanently along with all of its session history and its action plans.

How do I get a deleted class back? Classes & Questions, then the Trash section, then Restore.

Can I reuse the code of a class I deleted? Yes, immediately. A trashed class releases its code. If you later restore it and the code is taken, RoomSum asks you to free the code first.

How do I delete something permanently right now? In the Trash section, admins get Delete now…, which asks you to type the class code. This erases every session, submission, answer, and action plan that class ever had. It cannot be undone.

Tidying up sessions. Sessions accumulate one per run, and there are two levels of tidy. On Reports, Archive (on any closed session) hides it from the default list and nothing else changes: published answers stay up, exports still work, and the class report always counts every session, archived or not. Delete, offered on archived sessions, is admin only and permanent: the session and everything in it, submissions, answers, and opt-ins included, are gone for good, and reports stop counting it.

How do I give a class to another organization? Share it from the class screen. RoomSum sends a copy to the address you name, and they accept it into their own organization. Nothing links the two afterward: it is a copy, not a subscription. As they accept, they can give the copy its own class code (the sender's code is only the default). To start sessions on the copy they need the facilitator role in their own organization; the developer role lets them accept and edit it, not start it. On the machine where the deck is opened next, picking the copy on RS Start and starting (a test session will do) moves every RS Question slide in the deck to the copy within a few seconds and saves that binding into the slides; save the deck afterwards so it travels.

How do I copy a class to another organization of mine? If you hold the admin or developer role in more than one organization, the class header shows Copy to… beside Share and Duplicate. Pick the organization and a class code for the copy, and it is there at once: no email, no inbox, nothing to accept. It is a copy, owned by you in that organization, with no link back and no editing lock. Its active action plans come along too, each with a new link code, when that organization has action planning; the note after the copy says if any stayed behind. Plan content never travels. Share stays the way to give a class to someone else. Session defaults travel too, with Copy to…, Duplicate and Share alike: multi-day, session length, answers during the session, Spanish submissions, course evaluation and its window are part of the course design. Branding stays with the organization.

How do I copy a class inside my own organization? Duplicate it. The copy gets its own code and its own class key.

Does sharing include the answers? It includes the class structure, questions, domain terms, and optionally stock answers. Session history and participant data never travel.

Troubleshooting

"This room is full." The session hit the participant cap for your plan. The cap counts phones present in the last ten minutes, so a phone that leaves gives its place back. Upgrading takes effect immediately, mid-session included.

"The plan allows a limited number of classes" or "of active questions". Archive or trash a class, deactivate a question, or upgrade. Archived classes still count toward the class limit; trashed ones and inactive questions do not.

"You don't have permission for that change." The person's role does not cover it. Branding, team, billing, and permanent deletion are admin-only; developers author classes, moderators answer, facilitators present.

Participants did not get the answers email. Email delivery is a paid-plan feature. On a paid plan, sends go only to people who opted in and confirmed their address; the moderation panel shows how many confirmed, and lists any address a mail server rejected under "Not reachable".

"DriveState isn't connected." An admin connects it once under Organization, with a connect code from the Tenants screen in DriveState (it starts dsp_ and lasts ten minutes).

Where do I see bounced emails? Email in the top menu, for admins and moderators. It lists the mail RoomSum could not deliver for your organization, newest first: a bounced action plan or answers email, with what went wrong in plain words. For an action plan whose address was rejected, Fix address corrects it and re-sends the plan under a new link, so the link that reached the wrong address stops working; you never see the plan itself. A block by the receiving server is not a wrong address and has nothing to fix. A red count on the menu item is the number of problems you have not looked at yet; opening the page clears it. Delivered mail is not listed anywhere in your organization. Delivery records are kept for 90 days and then deleted automatically, which the page states; nothing older than that can be looked up.

When to contact support

The quickest way is inside RoomSum: open the Account menu on any staff page and choose Send feedback. Pick General feedback or Something went wrong and write what happened. Your name, email address, organization and the page you were on travel with the message, so we can follow up without a round of questions, and the same dialog shows the status of everything you sent before, from received to fixed.

Writing by email instead? Have this ready: your organization slug, the class code, the session join code, roughly when it happened, and the exact message you saw. The address is info@roomsum.com.