Access & Sharing

Optiverse gives you full control over who can access your meeting recordings, transcripts, and summaries. The most important concept to understand is the distinction between public and private meetings.

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Who Gets Access by Default

When the Optiverse assistant records a meeting, the following people automatically receive access to the recording:

• All calendar attendees: everyone whose email appears on the calendar invite, regardless of whether they accepted, declined, or didn't respond
• The meeting owner: the person whose Optiverse account triggered the recording

This is the baseline. From here, access can be extended through manual sharing, auto-sharing rules, or public links.

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Public vs Private Meetings

This is the core distinction that determines how access works for people outside the default attendee list.

Public meetings (default)

By default, Optiverse enables public sharing links. When a meeting has a public link enabled:

• Anyone with the link can view the recording as a guest — no Optiverse account required
• Guests can see the video and the AI-generated summary
• Guests cannot access AI features (OptiAgent), download the full transcript, or use advanced tools
• The public link can be copied from the Share dialog on the recording page

This is the most common setup and makes it easy to share meeting content with external participants or stakeholders who don't use Optiverse.

Private meetings

A meeting is private when its public sharing link is disabled. In this case, two conditions must be met for someone to access the recording:

1. They must have an Optiverse account
2. They must be on the sharing list (either as an original attendee or manually added)

If either condition is not met, the person cannot view the recording — even if they have the link.

Toggling between public and private

You can toggle the public sharing link on or off for any individual meeting from the Share dialog on the recording page.

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Organization-Level Default

Organization admins can change the default sharing behavior for all meetings in the workspace:

Even when the organization disables public sharing by default, individual meeting owners can still override this and enable a public link for specific meetings.

Configure this from Settings → Organization → Profile.

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Manually Sharing a Recording

Beyond the default attendee list, the meeting owner can share a recording with additional people:

1. Open the recording page
2. Click the Share button
3. Enter the email address of the person you want to add
4. Click Share

The added person will appear in the "Shared With" list and gain access to the recording based on the public/private rules described above.

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Auto-Sharing

Auto-sharing lets you automatically extend access to recordings for specific people within your organization, without needing to manually share each time.

You can configure separate rules for:

• Internal meetings: meetings where all attendees are from your company's domain
• External meetings: meetings where at least two different email domains are present

For each type, choose one of:

For example, you might auto-share all external meetings with your sales manager, or all internal meetings with your entire organization.

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Email Recaps

After every meeting, Optiverse sends an email recap — a notification containing an AI summary and a link to the full recording.

Who receives the email

The email recipient list is controlled by a separate setting:

Configure this from Settings → Meeting Preferences.

Email does not equal access

Receiving the email recap does not automatically grant access to the recording. The link in the email only works if the recipient has proper access based on the public/private rules:

• If the meeting is public: the link works for anyone (guest view)
• If the meeting is private: the link only works if the recipient has an Optiverse account and is on the sharing list

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Edge Case: Future Users

There is one additional setting that matters in a specific scenario: a meeting is private, and an attendee did not have an Optiverse account at the time of recording.

The Future Users setting controls what happens when that person later creates an Optiverse account:

This only applies when all of the following are true:

• The meeting is private (no public link)
• The person did not have an Optiverse account at the time of recording
• They later sign up with the same email that was on the invite

In most setups (where public sharing is enabled), this setting has no practical effect since the public link already allows guest access.

Configure this from Settings → Organization → Profile.

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Summary Templates and Access

Having access to a meeting does not mean you see the same summary as the meeting owner. Summaries are generated per-user based on their own protocol templates.

• You can only view summaries generated with your own templates
• If you and the owner both have the same template applied, you'll see the same summary output
• Otherwise, you'll see the meeting content through whichever template you select from your own library

For more on creating and managing templates, see Protocols & Summaries.

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Quick Reference