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CallVault is organized around a simple four-level hierarchy. Once you understand how these pieces fit together, everything else in the product will make sense.

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The hierarchy at a glance

Organization
└── Workspace
    └── Folder
        └── Call
Everything in CallVault lives inside this structure. Here’s what each level means.

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Organization

An organization is the top-level account. It holds your billing, your members, and all your workspaces. Most teams have a single organization. You might have more than one if you’re managing separate companies or need strict data separation between business units. When you sign up, CallVault creates an organization for you automatically. You can rename it, invite members, and manage roles from Settings → Workspaces.

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Workspace

A workspace is a shared space within your organization. Think of it as a project room or a team channel — it has its own set of calls, folders, and members. Every account includes a My Calls workspace. This is your personal default workspace — calls imported from Fathom or Zoom land here unless you configure routing rules to send them elsewhere. You can create as many workspaces as you need:
  • One per client (“Acme Corp workspace”)
  • One per team (“Sales workspace”, “CS workspace”)
  • One per project or quarter
Workspaces have their own member lists and role assignments. A person can be an Admin in one workspace and a Viewer in another.

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Folder

Folders live inside a workspace and let you organize calls within that space. They work exactly like folders on your desktop. Some ways teams use folders:
  • By rep name inside a Sales workspace
  • By month or quarter for time-based review
  • By deal stage (Discovery, Demo, Proposal, Closed)
  • By topic (Onboarding, QBR, Support Escalation)
Folders are optional. Calls can sit at the workspace root without being in any folder.

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Call

A call is a single recorded conversation. Every call in CallVault contains:
  • Recording — the original audio or video file
  • Transcript — a full text transcript, timestamped by speaker
  • AI summary — auto-generated overview, action items, and key topics
  • Tags — labels you apply manually or via routing rules
  • Metadata — date, duration, participants, source (Fathom, Zoom, or upload)

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Putting it together

Here’s an example of how a sales team might structure their CallVault: 
Acme Corp (Organization)
├── Sales Workspace
│   ├── Q1 2025 (Folder)
│   │   ├── Discovery call with Jordan at Initech
│   │   ├── Demo call with Priya at Globex
│   │   └── ...
│   └── Q2 2025 (Folder)
│       └── ...
├── Customer Success Workspace
│   ├── Onboarding (Folder)
│   └── QBRs (Folder)
└── My Calls (personal workspace — every user gets one)
Routing rules can automatically place new calls into the right workspace and folder based on conditions like meeting title keywords, caller name, or call duration. See Routing Rules to set that up.