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DocumentationSharing a Meeting With Someone Who Doesn't Have an Account

Sharing a Meeting With Someone Who Doesn't Have an Account

You can share a meeting recap or an agenda with anyone by email. The other person does not need a Groupthink account first. There are three ways to do it, and they differ in whether the person gets ongoing access or a one-time look.

Send the recap to an email address

This is the quickest way to get a recap to someone outside your workspace.

  1. Open the meeting recap and open Share Meeting Recap.
  2. Under Or send the recap to someone else's email, enter the address.
  3. Click Send.

They get the recap by email. The summary, key decisions, and action items are in the body of the message, so there is nothing to sign in to in order to read the highlights. The email also includes a short note about Groupthink and a sign-up button.

This path does not create an account for them and does not add them to the agenda. It is a one-time send, so they will not automatically receive recaps for future meetings.

The same Share Meeting Recap panel gives you a copyable link. Who can open it depends on the agenda's visibility setting:

  • Public: anyone with the link can view the recap.
  • Organization Members: only people in your organization can view it.
  • Specific Individuals: only people you have added to the agenda can view it. If the agenda is set this way, update its permissions before sharing the link, or the recipient will not be able to open it.

You can review or change visibility on the agenda's Access tab. See Managing Agenda Permissions for the full list of visibility levels.

Add the person to the agenda

If you want someone to have ongoing access, add them to the agenda itself.

  1. From the agenda or note, click Add People.
  2. Enter their email address.
  3. Click Invite.

When the address is not already on Groupthink, we create a free, passwordless account for them, add them to the agenda as a Participant, and email them an invitation with a link. There is no password to set and no paid plan to buy.

Once they are on the agenda, recaps for that agenda's meetings are emailed to them automatically, and they can sign in to view the full agenda, notes, transcript, and recording. To give someone read-only access instead, or to make them a Host, change their role on the Access tab after you invite them. The three roles (Viewer, Participant, Host) are explained in Managing Agenda Permissions.

Calendar attendees are added automatically

When a shared agenda is attached to a calendar event, everyone on the invite is added to the agenda automatically, account or not. The event organizer is added as a Host and the other attendees as Participants. Accounts are created for anyone who does not already have one. Private agendas never sync their attendees this way.

What the recipient sees

Whichever path you use, the recap email carries the summary, decisions, and action items, with no sign-in needed to read them. Opening the full transcript and recording requires a passwordless sign-in and access to the agenda. For the recipient's side of this, see How to View Meeting Notes Shared With You.