How Meeting Sharing Works in Optiverse

Optiverse is designed to make meeting knowledge easy to access, without forcing you to manually share every recording.
That power, however, comes with a few concepts that are important to understand clearly.

This article explains how meeting access, email summaries, and sharing settings work together, so you always know:

• Who can see a meeting recording
• Why someone may have access even if they didn’t receive an email
• How to fully restrict access when needed

1. First Things First: Email ≠ Access

One of the most common misunderstandings is assuming that email delivery controls access.
In Optiverse, this is not the case.

Email summaries are notifications, not permissions.

• Email summaries are sent once, after a meeting is recorded
• They are delivered based on your Email Recap settings
• Not receiving an email does not mean someone cannot access the recording
  

It is entirely possible for someone to:

• Attend a meeting
• Be recorded
• Not receive an email
• Still have legitimate access to the recording later

This is by design.

2. Who Is Who in Optiverse?

To understand sharing, it helps to clarify roles:

• Optiverse user
  Someone with an Optiverse account who has connected their calendar and uses the AI meeting assistant.
• Organization / Workspace
  A shared Optiverse environment where multiple users collaborate.
• Organization member
  An Optiverse user who belongs to your workspace.
• Guest
  Someone without an Optiverse account who was invited to a meeting and may receive access to the recording.

3. How Baseline Access to Recordings Works

When the Optiverse AI meeting assistant successfully joins and records a meeting:

Baseline access is determined by:

• Who was invited on the calendar
• Whether guest access is enabled
• Whether future users are allowed
• Organization-wide policies (which always override personal settings)

Important implications:

• Accepting or declining the calendar invite does not matter
• What matters is whether the email address was invited
• Access is identity-based, not email-based

4. “I Didn’t Get the Email, But I Can See the Recording” — Why This Happens

This is one of the most common support questions.

If someone was invited to a meeting:

• They may later create an Optiverse account using the same email
• Optiverse recognizes them as a legitimate attendee
• Past recordings become visible to them

Want to prevent this?

You can disable Future Users in your settings.

When turned off:

• Guests who do not yet have an Optiverse account will not gain access later
• Even if they were invited at the time of the meeting

This setting applies across all recordings and can be changed at any time.

5. Guest Access and “Public” Recordings

By default, meeting recordings can be accessed by guests via secure links.

This is controlled by Guest Access (organization-wide).

Guest Access ON

• Guests can view recordings
• Public links are available
• Access is convenient for external collaboration

Guest Access OFF

• No public links exist
• Guests cannot access recordings
• Only explicitly listed users and organization members can view them

If you want email delivery to be the only way guests receive access, Guest Access should be turned off.

6. Auto-Sharing: Adding Access on Top

Auto-sharing is an optional layer, not a permission system.

It allows you to automatically share recordings with:

• Selected users
• Your entire organization
• Coaches or managers who didn’t attend the meeting
  

You can:

• Treat internal and external meetings differently
• Enable or disable this at any time

Auto-sharing never removes access, it only adds it.

7. Full Transparency on Every Recording

Every meeting recording in Optiverse works like a document in a shared drive.

For each recording, you can:

• Open the Share panel
• See exactly which email addresses have access
• Check whether a public link exists
• Manually adjust access if needed

If Guest Access is disabled, public links are removed automatically.

8. Recording Awareness and Consent

Optiverse takes transparency seriously:

• The AI meeting assistant announces itself in the meeting chat
• Participants are informed that the meeting is being recorded

Meeting hosts remain responsible for:

• Verbal disclosure if required by local regulations
• Ensuring participants are comfortable with recording

We advise Optiverse Users to ask for consent to record by framing value, this goes a long way: "Is it okay if I let this AI Meeting assistant record and take the notes for us so tht we can fully focus on this conversation? "

9. A Simple Way to Think About It

If you remember just one thing, remember this:

Emails notify.
Settings control access.
Auto-sharing adds visibility.

Once this mental model is clear, Optiverse’s sharing behavior becomes predictable and easy to manage.

Questions or Feedback?

If anything still feels unclear, our team is always happy to help (contact@optiverse.ai), and we continuously improve the platform to make these concepts even more intuitive.