Sharing with a person
Give one person access to a meeting by name or by email, on or off your organization, and see how to take it away again.
Only the meeting's author and the organization Owner can change who a meeting is shared with. An Admin who didn't create the meeting can open and edit it once it's visible to them, but can't add or remove a share on it.
Sharing with someone in your organization
- Open the meeting and click the sharing control near the top.
- Choose Specific people & groups. The search list opens straight away. If the meeting is shared with everyone in your organization and already lists people or groups, this choice ends organization-wide access at once and keeps those people and groups; click Add people or groups to add more.
- Type their name or email. This searches up to 10 matching people in your organization; anyone already shared with is left out of the list.
- Click their name to give them access immediately. Until you pick at least one person or group, nothing changes: a private meeting stays private, and a meeting shared with everyone in your organization stays that way. After the first pick, organization-wide access ends and the people and groups you picked can open the meeting.
Sharing with someone outside your organization
Type a full email address instead of a name. If nobody in your organization matches it, an
Invite <email> option appears below the results. Click it to share with that address, whether
it belongs to someone at another company, a personal Gmail account, or anyone else. VoiceCap emails
them right away either way.
- If that email already has a VoiceCap account, in any organization, they get access immediately.
- If it doesn't, the share is recorded as pending. As soon as someone creates an account with that exact email, it resolves automatically and the meeting shows up for them.
What the recipient sees
Whoever you share with has to log in to open the meeting. There's no way to view a VoiceCap meeting without an account. Once they're signed in, it appears under their Shared with me, view-only: they can watch the recording, read the transcript and summary, and download the audio, but they can't edit anything, re-share it, or see the meeting's decisions.
Opening the meeting from the email
The share email has a link to the meeting. A recipient who isn't signed in lands on a sign-in page that names who shared the meeting and its title, and offers Continue with Google, Continue with Microsoft, an email sign-in link, and a password. The same page works whether or not they already have an account: signing in with the address the meeting was shared with creates the account if there isn't one, and opens the meeting.
If they're signed in with a different address, the meeting page says "This meeting was shared with" followed by a shortened form of the address it was sent to, and which address they're signed in as. Switch account signs them out and returns them to the meeting after they sign in with the right one. Any other reason a meeting can't be opened shows "This meeting is unavailable."
Removing someone's access
In the sharing panel, find their name in the access list and click the X next to it. This works the same way whether their access came from a direct share, a pending email invite, or a link they used to open the meeting. It disappears from their Shared with me right away.
If they open the meeting again afterwards, they see "This meeting is unavailable" and can click Request access to ask for it back. Their request shows up under Pending requests in this same panel. See Requesting access.
Some rows carry an Unverified tag. That means the person has an account but has not confirmed their email address, so nobody has proved the address belongs to them. Opening a meeting shared with you does not wait on that confirmation, so this is what someone who joined through a link usually looks like at first. The tag is there so you can decide whether to leave the share in place.