Groups

A group is a named list of organization members used only to control which meetings people can see. Its members see every meeting in the group, and nobody else does. It doesn't carry any role or permission of its own: being in a group doesn't make someone an Admin, and being an Admin doesn't require being in any group.

Any Owner, Admin, or Member can create a group. A Viewer can belong to one but can't create one. A group can be changed by the person who created it and by any Owner or Admin. Owner and Admin see every group in the organization, and each group's page shows who added whom and who can see the meetings filed into it.

Each group has a mode that decides how meetings get in: By hand, Suggest, or Automatic. A meeting only goes into a group by itself when the group is Automatic, VoiceCap is sure the meeting belongs there, and everyone in the group was invited to it. Otherwise whoever recorded it is asked, and nothing is added until they say yes.

Creating a group

1. Go to Groups and click New group.
2. Give it a name.
3. Under What belongs here, describe what the group is about, for example "Weekly calls with Acme about the rollout". VoiceCap reads it to suggest matching meetings.
4. Optionally, open Also match by guest email (optional) and list the email addresses of people outside the group, such as a client's team. If any of these is on the invite, the meeting belongs here. Guests never see it.
5. Under How do meetings get here?, choose By hand, Suggest, or Automatic (see How meetings get into a group).
6. Click Create group.

You're added to the group automatically when you create it. Add other members on the group's page once it's created. Several groups can have the same name.

Suggested groups

Once you've recorded about 10 meetings, Home can show Sort your meetings into groups with up to three suggested groups. VoiceCap builds them from your own meetings only: the companies you meet with, meetings you keep having with the same people, and topics such as hiring. The answer you gave about your meetings when you signed up decides which suggestions come first.

Each suggestion shows a name, why it was suggested, which new meetings the group will catch, and who will be in it. Only people in your organization are suggested as members.

• A group suggested from a company or a topic matches new meetings by its name and description.
• A group suggested from repeated meetings with the same people also gets guest emails taken from those meetings' invites, and a plain name such as Recurring Monday meeting · 3 people. You can rename it after you create it.

A suggested group is created as Automatic. Change its mode in Edit if you'd rather be asked about each meeting.

Click Create group to create it, or Not now to drop that suggestion. A suggestion you drop doesn't come back.

Creating the group doesn't share any meeting you already have. After Group created. you can click Also share these meetings with the group (the button shows how many) to share the meetings the suggestion was based on, or leave them private. Open group takes you to the new group.

Only you see your suggestions. Nobody else hears about one unless you create the group.

Who can change a group

Edit (name, description, guest emails, mode), Delete, and adding or removing members are available to the group's creator and to every Owner and Admin. Everyone else in the group sees it read-only. To add a member, use the Add member… picker on the group's page and confirm. The confirmation says they'll see the meetings already in the group and every one added from now on. To remove a member, click the X next to their name. You can add anyone in the organization, including a Viewer.

The creator keeps these rights only while they're still in the organization as a Member or above. If they leave or become a Viewer, the group stays and Owner and Admin keep managing it. The page then reads Created by someone no longer in the organization when they've left.

An Owner or Admin gets two tabs on the Groups page: My groups for the groups they're in and All groups for every group in the organization, where a You're a member badge marks their own. Everyone else sees only the groups they belong to.

Each group's page shows Created by and, next to every member, how they got there and when: created the group, joined, or added by a name, followed by the date. Owners and admins are marked (admin), so an Admin who adds themselves to a group is visible there like anyone else.

The group's page also shows how meetings get there, what belongs there, and its guest emails.

The meetings shared with a group are gated separately. That list on a group's page shows only to people who belong to the group, plus the organization Owner with oversight turned on and, on Business, an Admin the Owner gave oversight to. Any other Admin who isn't in a group can see and change its settings and members, but sees none of its meetings.

How meetings get into a group

Every group has one of three modes, chosen under How do meetings get here? when you create it or in Edit. The mode shows next to the group's name.

A group is only considered for a meeting when at least one of its members was invited. A member counts as invited when the email they sign in to VoiceCap with is on the meeting's calendar invite and they haven't declined. The person who recorded the meeting always counts as invited. For a meeting uploaded without a calendar event, they're the only one invited.

If nobody from the group was invited, the meeting isn't added or suggested, whatever the mode. Nothing is added by itself if it would show a meeting to someone who wasn't invited. A meeting added to a group is shared with that group's members and nobody else.

When participant emails are set to No one, for the whole organization or for that one meeting, an Automatic group asks whoever recorded the meeting instead of adding it by itself.

VoiceCap decides whether a meeting belongs in two ways:

• Guest emails. If any address under Also match by guest email (optional) is on the meeting's invite, the meeting belongs here. List up to 50 addresses. Each one has to match the invite exactly, though capital letters don't matter. Guests never see the meeting: guest emails don't add anyone to the group.
• What belongs here. VoiceCap reads the meeting's summary and compares it with the group's name and description. A clear description ("Weekly calls with Acme about the rollout") gets better picks than a bare name.

Whoever recorded the meeting is asked even if they aren't in the group themselves. VoiceCap makes one suggestion per meeting.

Answering a suggestion

When VoiceCap suggests a group for your meeting, the meeting page shows a card like "Kickoff with Acme" looks like it belongs in Acme project, followed by who will be able to see the meeting and why it was picked.

1. Check who's on the card. Everyone in the group will be able to open the meeting. Unless you're in the group or an Owner or Admin, the card says how many people will see it instead of naming them.
2. Click Share with group to file it, or Keep private to leave it out.

Keep private means the meeting stays out of that group and you won't be asked about it again. Not answering has the same effect on access: the meeting isn't shared.

When the group was set up by someone other than you or an Owner or Admin, the card is highlighted and names that person, for example Mallory set up this group. Mallory will see this meeting. If that person is no longer in your organization, the card says This group was set up by a former member. Its members will see this meeting.

A suggestion can be answered by anyone who can change the meeting's sharing: the person who recorded it and the organization Owner.

You also see waiting suggestions in these places:

• Home shows how many of your meetings are waiting for your OK to be shared with a group. The link opens the Meetings page showing only those meetings, marked with a Waiting for your OK filter you can remove. With owner oversight on, the Owner also gets See all, the meetings waiting across the whole organization. Show switches between My meetings and All meetings.
• On the Meetings page, a waiting meeting's card asks Share with and the group name. The check mark shares it and the X keeps it private, without opening the meeting. Click the group name to see the full card from above, with who will see it, right on the list. If someone else set up the group, there's no check mark: share from that full card, which says who set it up.
• The group badge's list starts with Waiting for your OK: and the group name, with Share with the group and Keep private.

Undoing a filed meeting

A meeting that was filed into a group shows Shared with and the group name on its page, with an Undo link. Undo removes the meeting from that group and VoiceCap doesn't file it there again. This works the same for meetings filed automatically or by your own Share with group.

Suggestions by email

When a finished meeting has a suggestion waiting, the email telling you it's ready includes the group, who's in it, and Share with group and Keep private buttons. It carries the same warning as the meeting page when someone else set up the group. Each button opens a page in VoiceCap where you're logged in and confirm the answer. Opening the link alone changes nothing. If the suggestion has changed since the email was sent, the page says so and nothing is shared.

Suggestions you haven't answered come back once, in a weekly reminder email that lists the meetings still waiting. Each suggestion is included in one reminder only; after that VoiceCap stops asking and the meeting stays unshared. Turn the reminder off with Group filing reminders under Settings > Profile.

Sharing a meeting with a group vs. with people

In a meeting's sharing panel, the search list shows people and groups together. Adding a group gives every current member of that group access to the meeting; adding people one by one gives access only to those specific people. Someone who's in more than one group the meeting is shared with, or is both a group member and directly shared with, still only sees the meeting once.

Assigning a group from the meetings list

Every card on the Meetings page carries a group badge. It names the group the meeting is shared with, reads No group in grey when the meeting is in none, and names the first group with a count of the others when there's more than one, like Sales +2.

1. Click the badge. The meeting stays closed, and a list of groups opens.
2. Tick a group to share the meeting with it, or untick one to remove it.

The list stays open while you tick, so you can put one meeting into several groups without reopening it. Each tick takes effect straight away, the same as adding the group in the meeting's sharing panel.

The badge is a plain label, with no list behind it, for anyone who can't change who the meeting is shared with. That's everyone except the person who recorded it and the organization Owner. An Admin who didn't record the meeting sees the label and can't change it.

The badge names only the groups you're allowed to see: your own groups if you're a Member or Viewer, all of them if you're an Owner or Admin. A meeting shared with a group you don't belong to reads as No group to you.

Leaving a group

Open the group and click Leave group, then Leave. Anyone can leave a group they're in, including a Viewer. You stop seeing the meetings shared with the group, unless they reach you another way. Meetings you already shared with the group stay shared. Someone who can edit the group can add you back.

Deleting a group

Open the group and click Delete. The confirmation says how many meetings will stop being visible to how many people through this group. Click Delete group to go ahead.

Deleting removes everyone's membership and every meeting share that pointed at the group, and the access goes at once. People keep any access they have to those meetings in other ways: directly, through another group, or organization-wide.

Membership changes take effect immediately

• Add someone to a group and they immediately see every meeting already in it, however it got there, along with every meeting added from now on.
• Remove someone from a group and they immediately lose access to meetings shared with that group. Meetings shared with them directly, or shared with a different group they're still in, are unaffected.

Related

• Sharing with a person
• Roles
• Private meetings