Two things determine whether someone consumes a paid Enterprise seat: their role and whether Workflow Mapping is enabled for them. Viewers with Workflow Mapping enabled will still consume a paid seat.
Workflow Mapping is the setting that determines whose activity Autocapture captures. There's no separate "Workflow Mapping" role — every user keeps their existing role (Viewer, Creator, Team Admin, or System Admin), and each user additionally has a Workflow Mapping attribute that's either enabled or disabled. This article covers how to enable, disable, and manage Workflow Mapping for users on your team.
Pro Team
Team Admins can enroll or remove people directly from Settings. Since Pro Team has one team, enrollment applies to that team.
Enterprise
Enrollment is centralized: only System Admins can enable or disable Workflow Mapping for the whole organization, specific teams, or specific individuals. Team Admins can see who on their team has Workflow Mapping enabled, but can't change it, even for their own team.
Every enrolled person has a destination team — the team their captured activity and workflows land in. Admins can change someone's destination team at any time from the Users table. Changing it only affects new activity going forward; anything already captured stays where it was.
If your organization uses SCIM
Enrollment is managed from your identity provider, not in Scribe. Admins map directory groups to Scribe teams, and Workflow Mapping is one of the options in that mapping. Deprovisioning a user through SCIM stops their capture automatically.
Can someone stop their own Workflow Mapping?
Yes. Anyone enrolled can pause their own capture at any time from their extension settings.
Bulk actions
Users can be bulk-invited and bulk-deactivated from Settings. When bulk-inviting users, you choose each person's role (Viewer, Creator, Team Admin, System Admin) in the invite modal. Workflow Mapping isn't set as part of the bulk invite itself — once users are added, you can enable Workflow Mapping for them individually, or they'll be enrolled automatically if Workflow Mapping is already turned on for the team they're joining.
Good to know
- Every Enterprise plan includes a bundle of free Viewer seats for read-only access (Hub: 1,500, Grid: 2,500, Global: unlimited) — these don't count against your paid seat total. However, enrolling a Viewer as an Autocapture user whose Workflow is Mapped is a separate, billable action: it upgrades that person to consume one paid seat, since Workflow Mapping (not the Viewer role itself) is what's charged.
- Downgrading a Creator to Viewer does not automatically stop their capture. If Workflow Mapping was enabled, it stays enabled, and that person keeps consuming a paid seat. To move someone to a non-billable, view-only seat, you need to both change their role to Viewer and separately turn off Workflow Mapping for them. When you turn off Workflow Mapping, Scribe asks you to confirm: "Workflow mapping will stop immediately. Workflows already mapped stay in [team]. You can turn workflow mapping back on at any time."