Managing Agenda Permissions
Every note in Groupthink has its own access settings. You control who can open it, who can edit it, and who can change its sharing. This is where the roles referenced across the sharing docs (Viewer, Participant, Host) are set.
Where these controls live
Open the meeting recap and open Share Meeting Recap, then click Manage note permissions. This opens the Note Access Permissions panel, which is where you set visibility and manage each person's role.
The three roles
Everyone added to a note has one of three roles:
| Role | What they can do |
|---|---|
| Host | Full control. Can edit the note, invite people, change anyone's role (including making someone else a Host), remove people, and change the note's visibility. |
| Participant | Can view and edit the note, invite people, change other members' roles, and remove people. Cannot change the note's visibility or grant the Host role. |
| Viewer | Read only. Can view the note but cannot edit it, and is not admitted to the Groupthink notetaker's call as a participant. |
When someone is added or invited, they start as a Participant. Change their role afterward on the Note Access Permissions panel.
Changing someone's role
- Open Share Meeting Recap and click Manage note permissions.
- Find the person in the member list.
- Use the role dropdown next to their name to pick Host, Participant, or Viewer.
A couple of guardrails apply:
- Only a Host can grant the Host role. If you are a Participant, the Host option is unavailable.
- A note must always keep at least one Host, so the last remaining Host cannot be changed to another role until someone else is made a Host.
Removing access
On the same member list, click the trash icon next to a person to remove them from the note. You cannot remove yourself this way.
Visibility levels
Visibility controls who can open the note beyond the people you have added by name. There are three levels, and only a Host can change them:
- Specific individuals: only people added to the note can view it. This is the default for new notes.
- Anyone in the organization: anyone in your organization can view the note.
- Anyone with the link: anyone who has the link can view the note.
People you have added by name keep their access at every level, so switching visibility never drops someone you invited on purpose.
Adding people and calendar attendees
You add people by email from the Add People to the Note button or the Invite by email field on the Note Access Permissions panel. When a note is attached to a calendar event, the attendees are added for you: the organizer as a Host and everyone else as a Participant. Full details, including what happens for people without a Groupthink account, are in Sharing a Meeting With Someone Who Does Not Have an Account.
Private notes
A privately recorded note is visible only to you. It is not shared with your organization and it does not add calendar attendees, so no one else is pulled in automatically. For how private recording works, see Google Meet.
Getting Help
Questions about note access or roles? Email support@groupthink.com.