By default, each user can only see meetings they were personally invited to. For how access works across the whole product, see Sharing and permissions. One exception worth knowing: teammates can still see that a meeting happened, when, and who attended, even when it isn't shared with them. They see Title hidden instead of the title, and the recording, transcript, summary and notes stay closed to them. Share a single meeting with a teammate from the meeting itself, or use the Access setting to give someone visibility into all of your meetings.
Sharing a single meeting
To give someone access to one meeting rather than all of them, share it from the meeting itself.
Open the meeting
Click Share at the top right
Start typing a teammate's name under Add members, then choose Viewer or Editor
Click Share
To open one meeting to your whole team instead, use the dropdown showing Only participants and switch it to the Everyone at option for your workspace.
Change someone's role or remove their access from the same place at any time. People who attended the meeting appear as Participant and cannot be removed - sharing adds access, it never takes it away.
Only people who attended the meeting can manage who it is shared with. A workspace admin who did not attend sees the sharing panel read-only.
To share several meetings at once, select them with the checkboxes on the Meetings list, or on the Meetings tab of a company, person or deal, then click Share in the bar that appears. On a record's Meetings tab, Select all picks every meeting in the list. Only meetings you attended are shared; the rest are skipped. Meetings added later are not included, so share again to cover them.
💡 Copy link copies the meeting's address only. It does not grant access on its own - the person still needs to be added, or be in a workspace the meeting has been opened to.
Giving a teammate access to all your meetings
The Access setting lets you grant specific teammates visibility into all your meetings at once, including recordings, transcripts, and AI summaries. Add or remove them at any time from the same settings page.
ℹ️ Available on any paid plan and during a 14-day reverse trial. Not available on the free plan.
Go to Settings → Account → Email and meetings
Under Access, switch on Meetings and recordings
Select the teammates you want to grant access to
Email and meeting access are configured independently - grant meeting access without sharing emails, or vice versa.
⚠️ Delegates can see all your meeting details - recordings, transcripts, and AI summaries. Grant access only to teammates who should have full visibility into your meetings.
If a teammate uses Rep, it will also surface your meeting data when they ask questions - so they can query your meeting history through Rep, just as they can view it directly.
Seeing what teammates have shared with you
The same settings page shows access coming the other way. Under Shared with you, Meetings and recordings lists teammates who have given you access to their meetings, and Emails lists those who have shared their email. Until someone does, it reads Nothing shared yet.
This list covers people who shared all of their meetings or email with you. A meeting shared with you on its own is not listed here. Open that meeting directly instead and its recording, transcript, summary and notes will be available to you - sharing unlocks the meeting itself rather than filing it somewhere new.
The list is read-only. Only the person who granted access can change or remove it.
💡 If meetings or emails are missing from this section, every member of your workspace can already see all of them, so there is nothing to share.
Opening meetings to everyone in the workspace
Workspace admins can make every new meeting visible to the whole workspace as it syncs, so nothing needs sharing one at a time.
Go to Settings → Workspace → Email and meetings
Under Access, change Meetings from Participants only to Everyone
This applies from the moment you change it. Meetings already in Clarify keep the access they had, so open any older meeting you want to share and use its Share panel. Anyone on a meeting can also make that one meeting private the same way. Only workspace admins can change this setting. Each member can still choose a different default for their own new meetings under Default sharing in Settings → Account → Email and meetings. Emails and meetings are controlled separately. Full detail is in Email and Meetings.
⚠️ A workspace API key can only read the recordings, transcripts, notes and summaries of meetings shared with the whole workspace. To read every meeting you can see, use a personal API key.
How visibility works by default
Clarify determines meeting visibility from your connected calendar:
You see all meetings you organized or were invited to
Other workspace members can open only meetings they were also invited to - though everyone can see when a meeting happened and who attended
Being in the same workspace does not automatically grant access to all meetings
Fine-tuning what Clarify syncs
Two types of meetings are excluded from Clarify by default:
Private meetings - Calendar events marked as Private are not synced. Enable Capture private meetings in your Email and meetings settings to include them. Note: enabling this makes those meetings visible to other invited workspace members.
Single-person meetings - Meetings where you're the only attendee are excluded. These are typically personal blocks, focus time, or errands. Enable Capture solo meetings to include them.
For full details on sync filtering, see Email and meeting filtering.
Internal vs. external meetings
Clarify uses your company email domains to classify attendees as internal or external. This affects recording behavior and AI analysis.
Configure your domains at Settings → Workspace → Email and meetings.
Meeting recording visibility
Recording access follows the same rules as meeting visibility. Delegates granted access to your meetings can view your recordings.
Your workspace recording settings (External Only, All, or None) control which meetings get recorded - not who can view them afterward.
For more on recording settings, see Meeting recording.
FAQ
FAQ
Q: Can my manager see all my meetings?
Not the contents. By default a manager can open only meetings they were also invited to, though they can see when your meetings happened and who attended. Grant them access via access delegation to give them broader visibility.
Q: Can I share just one meeting instead of all of them?
Yes. Open the meeting and use Share to add a teammate as a Viewer or an Editor, or to open that single meeting to your whole workspace. Access delegation in Settings is the all-or-nothing option.
Q: How do I know what my teammates have shared with me?
Go to Settings → Account → Email and meetings and look under Shared with you. It lists teammates who have shared all their meetings or all their email with you. A meeting shared with you on its own is not listed there - open the meeting itself and its contents will be available to you.
Q: Can I grant meeting access without sharing my emails?
Yes. Email and meeting access are configured independently at Settings → Account → Email and meetings → Access.
Q: Can a delegate share my meetings with others?
No. Delegates can view your data but cannot change your delegation settings or extend access to other people.
Q: Can I hide a specific meeting from other invitees?
No. All workspace members who were invited see that meeting in Clarify. To exclude it entirely, mark it as Private in your calendar before it syncs. This works while Capture private meetings is off in your Email and meetings settings, which is the default.
Q: What happens to my delegation settings after a trial ends?
After the trial ends, the Access section shows an upgrade prompt in place of your delegation settings, so you can't view or change them on the free plan. Upgrade to any paid plan to manage access again.
Q: Is access delegation available on the free plan?
No. Upgrade to any paid plan to configure it.