Meeting Access Control

Meeting record visibility scope, participant roster management, and how to configure the "Meeting Record Management Permission"

Meeting content often involves sensitive information, so the meeting list does not show all meetings in the organization. By default, each member can only see meetings they are involved in; to share a meeting with colleagues, grant access through the "Participants" roster within the meeting.

Who Can See Which Meetings

Identity	Visible Scope in Meeting List
Regular Member	Only meetings they created + meetings they were added to as a participant
Organization Owner	All meetings in the organization
Member with "Meeting Record Management Permission"	All meetings in the organization

Meetings without access permission will display a "meeting not found" message even when accessed directly via URL — the system will not reveal its existence.

The person who created the meeting automatically becomes the host and can always see the meetings they created.

Participants: The Meeting Access Roster

The "Participants" card on the right side of the meeting detail page is the access roster for that meeting — only people on the roster can see the meeting.

Card contents:

• Host: The meeting creator, with a host label next to their name

• Members: Organization members who have been added

• Transcript Speakers (bottom of card): Original speaker names identified by voice transcription, for reference only and do not represent access permissions

The "Participants" column in the meeting list also displays this roster, showing +N when there are more than 2 people.

"Participants" and "Transcript Speakers" are two different things. Speaker names identified during transcription are just text and do not grant the person access to the meeting; to grant viewing access, you must add the person to the participants roster.

Who Can View and Who Can Edit the Roster

Action	Condition
View participants roster	Anyone who can see the meeting
Add / Remove participants	Organization Owner, member with "Meeting Record Management Permission", or any participant already on the roster

Add a Participant

1. Open the meeting detail page

Click on the meeting you want to share in the meeting list.

2. Click the "+" in the upper right corner of the participants card

The card will expand a member selection dropdown.

3. Select an organization member and click "Add"

• The dropdown only lists members from the same organization, with keyword search available

• Members already on the roster will not appear in the dropdown

• After successfully adding, the person can immediately see the meeting in their meeting list

Remove a Participant

Click the "X" on the right side of the member in the participants roster and confirm to remove them. The person immediately loses viewing access to the meeting.

The host cannot be removed. The meeting creator's row does not have a remove button, ensuring the meeting always has at least one person who can manage it.

Grant "See All Meetings" Access

For scenarios like auditing, handover, or department managers who need an overview of all meetings in the organization, grant access through role permissions:

1. Go to the Role Permission page in Organization Settings

See Role Permission Management.

2. Edit role permissions and check "Meeting Record Management Permission"

"Meeting Record Management Permission" is located at the bottom of the permission list and is an independent main permission:

• Unchecked: Role members can only see meetings they participate in (created or added to)

• Checked: Role members can see all meetings in the organization

• When checking "Meeting Record Permission", the system will automatically check this permission as well; if you only want the role to see their own meetings, manually uncheck it

Members with "Meeting Record Management Permission" who only want to view their own meetings can filter using the API parameter ?scope=mine.

FAQ

A colleague says they can't see a meeting I created?

Add them to the meeting's participants roster — it takes effect immediately.

After upgrading, everyone could see all meetings before. Will it stay the same?

Yes. During the upgrade, roles that previously had meeting record-related permissions were automatically granted "Meeting Record Management Permission", maintaining the same behavior as before the upgrade. To narrow visibility, go to the role permission page and uncheck that permission.

After unchecking "Meeting Record Management Permission", can I still see old meetings?

You can only see meetings you created and meetings where you were added to the participants roster. Meetings created by others that you were not added to will disappear from the list — if needed, ask a participant of that meeting to add you.