Who can see what in Clarify comes down to one permissions model, used everywhere. Every list, record, task, 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, emails and tasks are the exception. They have no owner. A meeting or email starts with the people who were actually on it. A task starts with its assignee and whoever created it, and both have full access.
Access levels
Viewer - open and read it. Cannot change it.
Editor - open, read and change it. On a record or task, an Editor can also delete it. Cannot delete a list, and cannot share anything with anyone else.
Owner - full access, including deleting it and managing who else has access. On a list, only the owner can delete.
Only the owner or a workspace admin can change these permissions. Making someone an Editor does not let them widen the audience. A task has no owner, so its assignee and its creator manage it instead, alongside a workspace admin.
Sharing lists, records, tasks and individual emails 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 time and participant list are visible to the whole workspace. The title is visible only to the people on it and anyone it's shared with. |
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 | The assignee and the creator, always. A task that came from a meeting is also visible to everyone who can see that meeting. A task with no meeting is visible to the whole workspace by default, unless an admin has set Tasks to be created private. |
How to share
Open the list, record, meeting, email or task 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. For the list-specific steps see Lists, and for meetings see Understanding Meeting Visibility.
Tasks share the same way. Add a teammate as Viewer or Editor, or use the audience dropdown to switch a task between the whole workspace and private. A Viewer can read the task but cannot change anything on it: not the title, description, status, priority, due date or assignee.
Worth knowing:
Meeting participants cannot be removed from inside Clarify. They can see the meeting because they were on it, and sharing only ever widens an audience. Access does follow the calendar, though: take someone off the calendar invite and they lose access to that meeting the next time it syncs. Anyone who reached it through an alias or a distribution list is not affected.
Sharing an email shares your copy. Everyone on a thread has their own copy in Clarify, so you can only share the one synced from your mailbox, and teammates get view access to it. Sharing an email does not notify anyone. Share one email from its Share button, or several at once from a record's Messages tab - see Share individual emails. This is separate from giving a teammate access to all your email, below, which is on any paid plan.
Unsaved list edits are yours alone. Changes stay invisible to everyone you shared the list with until you save.
A task is managed by its assignee and its creator. Either of them can share it or take that sharing away. A workspace admin can do the same, and can also see, edit and delete any task.
A task from a meeting keeps its meeting audience. Everyone who can see the meeting can see, edit and delete its tasks, and you cannot remove them from the task. Sharing only widens that audience.
Asking for access to a meeting or email
If you open a teammate's meeting or email that hasn't been shared with you, click Request access. You can add a short note about why you need it. The request goes to the teammates who were in the meeting, or for an email, to the teammate whose inbox it came from.
They can Approve or Decline from their notifications or from the item's Share menu, and you're notified either way. Once approved, the meeting or email opens for you. If a request is declined, you can send another one.
If none of those teammates is still in your workspace, you'll see No one can share this instead.
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, emails and tasks have no owner to transfer. Meetings and emails belong to the people who were on them. A task belongs to its assignee and its creator, so to hand one off, reassign it.
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 toggle and configure separately, so granting one does not grant the other. Switch either on, then pick your teammates. Switching it off removes everyone you added. If your calendar or email is disconnected, the control still appears with a note, and you can still manage who sees what has already synced.
The same page has a Shared with you section listing the teammates who have shared their meetings and email with you. Email and Meetings covers these settings in full.
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 (User roles). 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, record or task is shared with, and hand ownership of a list or record to someone else. Ownership of a private record can only be moved by its owner.
Set whether a record type, including Tasks, 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 - each new meeting, or each new email, is visible to every member as it syncs. Meetings and email already in Clarify keep the access they had, and switching back to Participants only does not hide them again.
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. See Clarify API and Clarify MCP.
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.
CSV export - you export what you can see. See CSV export.
Reports and dashboards - the report itself follows the same sharing rules as any other record, and the live numbers inside it only count records the person reading it can see, so two people can see different totals on the same report. Text that Rep wrote into a deck or document is different: everyone who can open it reads the same words, even if they cannot see the meetings or emails it was written from.
Warehouse - a Warehouse connection uses a dedicated workspace-wide credential and is not tied to any one person's access. Anyone holding it can read your workspace's data directly, including email and meeting contents. Treat granting it as granting admin-level access. See Warehouse.
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, the tasks or the emails attached to it. Each object carries its own access, so share the things you want someone to see. The one exception is a task created from a meeting, which follows that meeting's audience.
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, or anyone with Editor access deletes a record or task, 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. To make one of them private, its owner or an admin opens it, selects Share, and switches the audience to Only people invited. Records are changed one at a time.
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: teammates who weren't on a meeting can still see that it 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. If even that is too much, 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. It applies to email that syncs after the change, not to email already in Clarify.
Can someone I shared with re-share it?
No. Only the owner or an admin can change who has access. On a task, which has no owner, that is the assignee, the creator or an admin.
Can an Editor delete something I shared with them?
On a record or task, yes. Editor access covers changing and deleting. Merging works the same way, for the three types that can be merged: companies, people and deals. If you want someone to see a record without being able to delete it, share it as Viewer. Lists are different: only the owner or an admin can delete a list.
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 my teammates see my tasks?
A task with no meeting is visible to the whole workspace by default. To limit it, open it, select Share and set the audience to private. Its assignee and creator always keep access. One thing to know: making a task private protects what is inside it, but its title can still appear in a teammate's search results. If an admin has set Tasks to private by default, a new task with no meeting starts out visible only to its assignee, its creator and anyone they share it with. A task created from a meeting is different: everyone who can see that meeting can see the task, whatever the default is.
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. That setting applies to the record type rather than to individual people, so every member then sees only their own deals, and anyone who needs wider access either gets the deals shared with them or is a workspace admin.
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. Access is set per record, not per field, so anyone who can open a record sees every field on it. For a field you added yourself, you can move it onto a separate record type and keep that type private. For how this shows up in reports, see How this affects search, Rep and reports.