External Attendees & Guest Access – Bring Everyone Into the Loo
Most important meetings involve more than just your internal team. You’re talking to clients, vendors, partners, contractors, or board members—and you need them to see the same notes your team does.
MeetNote is built with external attendees in mind. You record the meeting on your phone, and when it’s over, everyone who was invited—inside or outside your organization—gets a clear recap email with the right level of access, without needing a complicated onboarding process.
Add External Attendees in a Few Seconds
When you create or start a meeting in MeetNote, you’re not limited to people inside your workspace. You can easily add external attendees by email so they’re part of the record from the beginning.
For each meeting, you can:
- Add internal teammates from your existing users.
- Add external guests by entering their email addresses.
- Mix both in the same meeting—no difference in how you capture the conversation.
From there, MeetNote treats everyone as an attendee. When the meeting ends and you finalize the minutes, all of them are included in the recap flow automatically.
One Meeting, One Recap, Shared with Everyone
The whole point of including external attendees is to avoid sending different versions of notes to different people. MeetNote makes sure there’s one clean story.
After you stop recording:
- MeetNote creates a transcript and AI summary.
- You tidy things up in the minutes composer.
- MeetNote sends automatic recap emails to all attendees—internal and external.
By tier:
- Free plan
- External attendees receive a recap email with the text transcript and a basic AI summary.
- Pro & Premium plans (10 / 25 users)
- External attendees receive the transcript, your polished minutes, and a time-limited audio link to the recording.
Everyone sees the same decisions, the same action items, the same wording—no more “I think my version says something different.”
No Heavy Accounts or Extra Tools for Guests
External guests are busy. They’re not going to adopt a whole new tool just to see your meeting notes.
With MeetNote:
- External attendees get what they need straight in their email inbox.
- They don’t need to install the app to read the recap.
- Time-limited links let them listen to audio (on Pro/Premium) or view richer detail in a controlled way, when appropriate.
You keep using MeetNote on mobile. They keep using their email. Everyone stays in sync.
Safer Sharing for Sensitive Meetings
Not every meeting is meant to live forever on an open link. When you’re dealing with clients, vendors, or external partners, you often want a balance between access and control.
MeetNote handles that through:
- Time-limited links to audio and shared content on Pro and Premium plans, so links automatically expire after a set period.
- Clear separation between attendees and people who were never in the meeting—only attendees receive recaps by default.
- Project and team context inside your account, while external attendees just see what they need.
You can be generous with access for external attendees while still keeping security and privacy in mind.
Perfect for Client-Facing and Partner Work
This feature shines the most when your work spans organizations:
- Consulting & agencies
- Include clients as external attendees on every strategy, review, and status call.
- Make sure they always receive the same summary and decisions your internal team sees.
- Construction & field services
- Add property owners, site managers, or vendors as external attendees.
- Share recap emails with clearly documented agreements and next steps.
- Internal corporate teams with external partners
- Bring suppliers, advisors, or external trainers into the loop without adding them as full users to your workspace.
Your process looks the same: meet, capture, confirm, send. The only difference is that now your external attendees are automatically part of that loop.
Works with Projects, Teams, and AI Q&A
External access doesn’t break the way you organize things internally.
Inside MeetNote:
- Meetings still belong to Projects and Teams.
- You can see that certain meetings had external attendees attached.
- Internally, your team can open those meetings later and use AI Meeting Q&A to ask, “What did we promise this client?” or “What did we say to this vendor last time?”
Externally, attendees just get clean recaps. Internally, you get the full power of MeetNote’s organization, search, and AI.
Mobile-First, Wherever the Meeting Happens
Whether you’re in a boardroom, on-site with a client, or taking a call from your car (parked), you can:
- Create a meeting in the MeetNote mobile app.
- Add external attendees by email before or after the call.
- Record, let AI handle the heavy lifting, and approve the minutes.
- Trust that everyone—inside and outside your organization—will receive the same recap.
You don’t have to remember who to follow up with. You set the attendees once, and MeetNote handles the rest.
Fewer Misunderstandings,More Shared Clarity
Inviting external attendees into your meeting notes workflow isn’t just a nice touch—it’s a way to avoid real problems:
- Fewer disputes about “what was agreed.”
- Less time rewriting notes into client-friendly emails.
- Fewer side channels where different people hear different versions of the same discussion.
You hold the meeting once. MeetNote captures it, helps you polish the notes, and sends one consistent story to everyone who needs it.
Stop Repeating Discussions Just to Remember Them
The real win with AI meeting Q&A is that you spend less time re-having old conversations just because nobody remembers the details.
Instead, you:
- Have the meeting once.
- Let MeetNote capture, transcribe, and summarize it.
- Use AI meeting Q&A any time you need a reminder or clarification.
The result is fewer “reminder meetings,” faster decisions, and a much calmer feeling about how much your team actually remembers.