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 four ways to do it, and they differ in who it reaches and whether the person gets ongoing access or a one-time look.

Send the recap to everyone on the invite

If you are a Host on the meeting's agenda, this is the quickest way to get the recap to the people who were on the calendar invite.

1. Open the meeting recap and click Send recap to attendees.
2. Check the list. It shows everyone on the calendar invite and the agenda, plus people you linked to the meeting yourself, who doesn't have the recap yet, all ticked. You are not on it. Untick anyone who shouldn't get it.
3. Click the send button. It says how many people the recap will go to, for example Send to 3 people.

Nothing is sent until you click Send. Afterward the panel tells you who the recap went to, and who already had it and was skipped.

A few things to know:

• The button only shows when someone on the invite doesn't have the recap yet. If everyone already has it, there is no button.
• People who declined the invite are left off the list, and so are meeting rooms and other shared calendars.
• People without a Groupthink account are marked not on Groupthink yet. They get the same email and can open the recap from it.
• You can send to up to 25 people at once. For a bigger invite, untick a few and send the rest after.

The recap email you get as the Host has a Send recap to attendees button too. It opens this same list. It never sends by itself.

Everyone you send to gets access to this recap, so they can open it again later. They are not added to the agenda.

Send the recap to an email address

Use this to send a recap to one person, including someone who wasn't on the invite.

A Host on the meeting's agenda can send a recap this way. A Participant can too, unless adding people to that agenda has been limited to its Hosts. In that case the Participant still has the Share button, and the panel says You can't add people to this recap. Ask the meeting's host to share it. where the field would be. On the web, a Viewer has no Share button on the recap.

1. Open the meeting recap and click Share.
2. In Add people by name or email…, pick a contact or type an email address.
3. Click Share.

On iPhone, open the meeting from Interactions and tap the Share recap button (a person with a plus sign) at the top. The same list of who can open the recap is there, with the same Add people by name or email… field. Pick a contact or type an address, tap Share with…, then tap Send recap to confirm. Nothing is sent until you confirm.

To take someone off the recap, click the × next to their name in the Share panel. On iPhone, tap it and confirm. If you can add people to this recap, you can also remove people it was sent to and invites still pending. People on the agenda, and people who were in the meeting, keep their access.

They get the recap by email, with the meeting's summary and key decisions in the body, so there is nothing to sign in to in order to read the highlights. For exactly what the email includes, see What is in the email. The email also includes a short note about Groupthink and a sign-up button.

Sharing this way also gives them access to this recap, so they can open it again from the link later. It does not add them to the agenda, so they will not automatically receive recaps for future meetings.

There is a limit on how many addresses one person can send recaps to in an hour. It counts both this panel and Send recap to attendees. If you reach it, you see You have sent a lot of recaps in the last hour. Try again in a little while. and nothing is sent.

The Share recap panel lists everyone who can open the recap. Under each person the recap was sent to, it says who sent it, for example Added by Karlie Reyes, or Added by you if it was you. A Participant can send a recap too, so this is how a Host can tell who added someone. Some people the recap was sent to before October 4, 2026 don't have this line.

Share the recap link

The same Share recap panel shows the recap's link. Who can open it depends on the agenda's visibility setting, shown under the link:

• Anyone with the link: anyone with the link can view the recap.
• Specific individuals: only the people listed in the panel 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.

If you are a Host on the agenda, change it right there with the Who can open it selector under the link. The change applies to every recap of this agenda, so if the meeting repeats, it covers the whole series. Everyone else sees the setting as text. See Managing Agenda Permissions for the full list of visibility levels.

On iPhone, the Share recap sheet has a Link section. Tap Copy link to copy it. The line under the link says who it works for. If you host the meeting, Who can open it lets you change the setting. The app asks before changing anything, and if the meeting repeats, the change covers every recap in the series.

Add the person to the agenda

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

1. Open the agenda and click Share in its header. This opens Note Sharing Settings.
2. Under Invite by email, 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. This includes someone the calendar invite already put on the agenda: inviting them here turns automatic recaps on for them and keeps the role they have. 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 in the same Note Sharing Settings window 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 listed on the agenda automatically. The event organizer is added as a Host and attendees with a Groupthink account as Participants. Attendees without an account are listed by name and email, but no account is created for them. If they later sign in with that email, they join those agendas with the role the invite gave them: Host for the organizer, Participant for everyone else.

Being on the calendar invite does not put anyone on the recap email list, with or without a Groupthink account. Automatic recaps go to the agenda's Hosts who have signed in and to people someone added to the agenda on purpose, such as from its Share window. To send a recap to the people who were only on the invite, use Send recap to attendees or share the recap with one person, both described above. Private agendas never sync their attendees.

What the recipient sees

Whichever path you use, the recipient can read the highlights in the recap email without signing in. For exactly what the email includes, see What is in the email. Opening the full transcript and recording requires a passwordless sign-in and access to the agenda. For the rest of the recipient's side, see How to View Meeting Notes Shared With You.