Who can see what in Clarify comes down to one permissions model, used everywhere. Every list, record, meeting and email starts with an audience, and you widen it by sharing.
Most things in Clarify have an owner, usually whoever created it. The owner always has full access. From there access only widens, through sharing: with a named teammate, or with everyone in your workspace. Meetings and emails are the exception. They have no owner. They start with the people who were actually on them.
Access levels
Viewer - open and read it. Cannot change it.
Editor - open, read and change it. Cannot delete it, and cannot share it with anyone else.
Owner - full access, including deleting it and managing who else has access.
Only the owner or a workspace admin can change these permissions. Making someone an Editor does not let them widen the audience.
Sharing lists and records is not tied to your subscription. It works the same on every plan.
What's visible before you share
What | Who can see it before you share |
Lists | Only you. A list is private until you share it. |
Deals, companies, people, custom object records | Depends on your workspace's setting for that record type: either private to the owner, or visible to the whole workspace. An admin sets this per type. |
Meetings | The people on the calendar invite. The title, time and participant list are visible to the whole workspace. |
Recordings, transcripts, summaries | Exactly the people who can see the meeting. They never have a separate audience. |
Emails | The people on the thread. Each person has their own copy. |
Tasks | A task that isn't linked to a meeting is visible to your teammates. A task that came from a meeting follows that meeting's audience. |
How to share
Open the list, record or meeting and select Share. Add a teammate as Viewer or Editor, or share with everyone at your workspace in one step. Change or remove access from the same place at any time.
Worth knowing:
Meeting participants cannot be removed. They can see the meeting because they were on it. Sharing widens an audience; it never narrows one.
Sharing an email shares your copy. Everyone on a thread has their own copy in Clarify. Sharing yours does not touch theirs.
Unsaved list edits are yours alone. Changes stay invisible to everyone you shared the list with until you save.
Transferring ownership
The owner of a list or record can hand it to someone else with Make owner in the Share panel. The previous owner stays on as an Editor, so nothing disappears from their view.
Meetings and emails have no owner to transfer. They belong to the people who were on them.
Giving a teammate access to all your email and meetings
To let an assistant or manager see all your meetings or all your email rather than one at a time, go to Settings → Account → Email and meetings and find the Access section. Available on any paid plan, and during a trial.
Meetings and recordings and Emails have their own dropdown and configure separately, so granting one does not grant the other. Switch either from Only me to Custom, then pick your teammates. Change or remove it whenever you like. If you cannot find the Only me control, an admin has set that data type to Everyone for the whole workspace, which hides it, because every member can already see the data.
The same page has a Shared with you section listing the teammates who have shared their meetings and email with you.
There are two pages called Email and meetings, one under Account and one under Workspace, and they render the same heading. The one described here is under Account and controls your own data. The Workspace one is admin-only and covers everyone.
They see your meetings, recordings, transcripts, summaries and email. They cannot change your Access setting, and they cannot pass your access on to anyone else.
What admins can and cannot see
Clarify has two roles, Admin and Member. Roles govern workspace administration; permissions govern who can see an individual list, record, meeting or email. Admins run the workspace: members and roles, billing, API keys, Warehouse, integrations and workspace settings.
Admins also have real authority over your team's lists and records, and a real boundary.
An admin can
See, edit and delete any list, record or task in the workspace, shared with them or not. This is what makes it possible to clean up after someone leaves, or recover a list nobody else can reach.
Manage who any list or record is shared with, and hand ownership of one to someone else. Ownership of a private record can only be moved by its owner.
Set whether a record type is created private or workspace-visible by default.
Change meeting and email visibility for the whole workspace.
An admin cannot
Open one of your meetings, recordings or emails that was not shared with them. There is no per-meeting or per-email admin override. Meetings and email keep the participant model regardless of role.
Change who a meeting or an email is shared with, unless they were on it themselves. Only a participant can manage a meeting's access. An admin who did not attend sees the sharing panel read-only.
The workspace-wide meeting and email setting
Admins have one lever here, and it is a visible setting rather than a silent override. Meeting visibility and email visibility can each be set to:
Participants only - the default described above.
Everyone - every member of the workspace can see all meetings, or all email.
Set to Everyone, this overrides individual Access settings. The two configure separately: turning one on does not turn on the other.
How this affects search, Rep and reports
Search - you cannot find what you cannot see. An unshared list or record does not appear in a teammate's results.
Rep - answers as the person asking, with that person's access. It cannot surface a meeting you were not on or a record nobody shared with you.
Agents - an agent runs with its creator's access, not the access of whoever triggers it. Duplicate someone's agent and your copy runs on yours.
Slack - the same split. Rep answers with the asking person's access; an agent posts with its creator's.
Personal API keys and MCP - carry your identity and reach exactly what you reach, no more.
Workspace API keys - carry no personal identity, so they reach only what is shared with the whole workspace, and they stay at Member level even when an admin creates one. If an admin has set workspace-wide meeting or email visibility to Everyone, a workspace key can read that content too.
CSV export - you export what you can see.
Reports and dashboards - the report itself follows the same sharing rules as any other record, but the numbers inside it are not yet filtered per person. Reporting is the one surface still being brought onto the same access rules, so a report can total records the person reading it could not open directly. Treat the figures in a shared report as workspace-wide until this lands.
Warehouse - a Warehouse connection is admin-level access to your workspace's data and is not filtered per person. Granting it is equivalent to granting admin-level access.
Published meeting links - a public web page and nothing more. Publishing a meeting gives no teammate access to it inside Clarify.
Good to know
Access does not cascade. Sharing a deal shares the deal. It does not share the company, the contacts or the emails attached to it. Each object carries its own access, so share the things you want someone to see.
Sharing a list does not share the records in it. A list grant covers the list itself. Rows the recipient cannot otherwise see stay hidden, so a shared list can look shorter to them than it does to you.
Sharing a recurring meeting covers that occurrence. It does not carry forward to future occurrences, or to later messages in an email thread.
Deleting removes it for everyone. When an owner deletes a list, it goes for everyone it was shared with.
Defaults apply to new records only. If an admin makes a record type private, records that already exist keep the access they have.
FAQ
Is my calendar or inbox visible to my whole team?
The contents are not. Meetings and email start with the people who were on them, and anything wider is something you shared, delegation you set up, or a workspace-wide setting an admin turned on.
One thing to be aware of: a meeting's title, time and participant list are visible to your workspace and can appear in search, even when the meeting itself is not shared. The recording, transcript, summary and notes are not. If a meeting's subject is sensitive, mark the event private in your calendar and keep Capture private meetings switched off, so it never syncs to Clarify at all. You can also delete an individual meeting from its record.
Can an admin read my email?
Not one message at a time. An admin has no per-email override. They can set email visibility to Everyone for the whole workspace, which is a visible setting rather than a silent one.
Can someone I shared with re-share it?
No. Only the owner or an admin can change who has access.
Can a delegate share my meetings onward?
No. They can view your data. They cannot extend access or change your Access setting.
Why can't my teammate find a list I made?
It is private until shared. An unshared list is hidden everywhere, including search, not just from the Lists menu.
I shared a list but my teammate sees fewer rows than I do. Is that a bug?
No. The list grant covers the list; each record carries its own access. Share the records too, or ask an admin whether that record type should be workspace-visible.
Can I limit a user to only their own deals?
Yes. An admin sets Deals to be private by default, and each new deal is owner-only until shared.
Can a manager see their team's deals without seeing everyone's?
Not as a built-in feature. Today the owner shares those records with their manager, or the manager is a workspace admin, which covers all lists, records and tasks but not meetings or email.
Can we hide specific fields from some people?
Not directly. Move sensitive fields onto a separate record type and keep that type private.