Sharing Transcripts

Introduction

Share your meeting transcripts with team members or external collaborators using two methods: restricted sharing with specific email addresses, or public link sharing for broader access.

Two Sharing Methods

Choose the sharing method that best fits your security and collaboration needs.

Restricted (Email-Based)

Share with specific people by adding their email addresses. Only invited users can access the transcript.

• Most secure option
• Email notifications sent
• Individual permissions per user

Anyone with Link (Public)

Make the transcript accessible to anyone with the link. Users must sign in to NoteWave to view it.

• Easy sharing with large groups
• No email invitations needed
• Requires NoteWave account to view

Restricted (Email-Based) Sharing

Add team members by email to give them controlled access to your transcript.

Steps to share:

Open the transcript you want to share
Click the Share button in the top right
Select Restricted tab (default)
Enter recipient's email and name in the input fields
Set their permission level (View only or Can edit)
Optionally add a personal message
Click Share to send email invitations

Bulk Sharing

If you have a team setup, you can select multiple team members at once using checkboxes for faster sharing.

Public Link Sharing

Make your transcript accessible to anyone with the link by toggling public access.

How to enable:

Click Share on your transcript
Switch to Anyone with link tab
Toggle the public sharing switch to ON
Set default permission level for all link visitors
Copy the link and share it anywhere

Authentication Required

Even with public links, viewers must sign in to NoteWave (or create a free account) to access the transcript. This prevents completely anonymous access.

Permission Levels

Control what recipients can do with your shared transcript.

View Only (Read-Only)

• View transcript and summary
• Cannot create annotations
• Cannot manage action items
• Cannot use Echo AI chat

Can Edit (Full Access)

• All view-only permissions
• Add and edit annotations
• Manage action items
• Access depends on owner's plan

Plan-Based Features

Recipients inherit access to features like Echo AI based on the transcript owner's subscription plan, not their own plan.

Managing Existing Access

View and modify who has access to your shared transcripts at any time.

Available management options:

View access list - See everyone who has access and their permission level
Change permissions - Update user permissions from view-only to can edit or vice versa
Resend emails - Send invitation email again if someone didn't receive it
Revoke access - Remove someone's access to the transcript

Email Notifications

When you share via email, recipients receive a notification with a direct link to the transcript.

Email includes:

Meeting title and date
Who shared it with them
Optional personal message from the sender
Direct link to view the transcript
Their permission level

Users can disable transcript sharing email notifications in their account preferences if they receive too many notifications.

Security & Privacy

NoteWave uses Row Level Security (RLS) policies to ensure only authorized users can access shared transcripts.

Security Features

All access is logged and auditable. Emails are normalized and validated. Revoked access takes effect immediately. Public transcripts still require authentication to prevent anonymous access.