Organisation licences
The licences of an organisation belong together: the same policies, the same dictionary, the same templates, the same update ring. Each licence is for one named user with a fixed number of devices; activation binds a device to the licence, releasing a device undoes that binding.
What the organisation sets, a user cannot loosen on their device. They see in the settings that these are managed by the organisation, and can only make them stricter, never looser.
Policies
An organisation policy is enforced by the app on every device. The available rules:
- Consent confirmation: before every recording the user confirms that all participants have given their consent. The time is noted in the minutes.
- Encryption enforcement: a recording starts only when the operating system keychain is available. Transcripts and minutes are then stored encrypted. The app does not encrypt audio and video.
- Allow or block screen video.
- Retention: recordings are deleted automatically after a set period.
- Block cloud models so that no user can switch them on.
What each rule means technically is described on the Security page.
Dictionary and templates
The organisation dictionary distributes proper names, product names and corrections (heard → correct) to every device of the organisation. With it, the transcription recognises your terms from the first meeting on; a user adds to their own dictionary, the central one stays.
For the minutes, the organisation sets which templates are allowed and which one is preselected. A user chooses within that setting.
Update rings
Updates come from three rings: stable, beta and canary. The organisation decides which rings its devices may choose and which ring a new device starts on. That way a pilot group runs early builds while everyone else stays on stable.
Without a setting, the user chooses the ring in the settings; without a choice, stable applies.
MDM and GPO
If you manage your devices through Jamf, Intune or Group Policy, you get the same settings as files for your own distribution:
- macOS: a configuration profile (.mobileconfig) with managed settings for the app.
- Windows: an ADMX and ADML template for the Group Policy editor, plus a .reg file for distributing directly to the registry.
The files carry policies, templates, update ring and, for zero-touch activation, the licence key. The organisation dictionary reaches the device through the licence. The app reads the managed settings at start; if the same setting also comes through the licence, the stricter one applies.
Evelan generates the files from your settings and delivers them with the setup. A change produces new files.
Activation and provisioning
Zero-touch: if your MDM or your Group Policy puts the licence key on the device, the app activates itself on first start. The user types nothing.
Without internet: for isolated environments the app exports a request file with the licence key and device identifier. Evelan processes the file and delivers a signed response file that is imported on the device. The device never needs a connection for this.
Release: a device that is replaced or retired frees its seat on the licence; another device can then activate.
What does not exist today
- No customer portal for self-service. Changes go through Evelan, on request by email. The portal is planned.
- No SSO. The app has no user accounts; the licence binds devices.
- Central management is not shared meeting storage. Recordings and minutes stay on the user's device; a shared storage location only exists if you set one up through a DMS hand-off or an export folder.
If one of these limits affects you, tell us. We will tell you what is planned and when.
Request a setup
Write to us with what your organisation needs: policies, dictionary, templates, update ring, MDM or GPO, offline activation. We reply promptly, usually on the next working day, with the next step.