Permissions and Admin Controls The Right Access for the Right People
As your team grows, not everyone should be able to do everything. Some people should record and edit minutes. Others should just read recaps. Guests should see what they need—but not your whole workspace.
MeetNote’s permissions and admin controls are designed to keep all of that manageable. You decide who can record, who can edit, who can share, and who should only receive recap emails, so your meeting notes stay useful without becoming a security risk.
Roles That Match How You Actually Work
Instead of treating all users the same, MeetNote uses simple, flexible roles you can map to your real world.
Typical roles include:
- Admins – Configure the workspace, manage users, teams, and overall settings.
- Project Owners / Managers – Create projects, link meetings, refine minutes, and decide who sees what.
- Members – Record meetings, view and edit notes for the projects and teams they belong to.
- Guests / External Attendees – Receive recap emails and view shared content for the specific meetings they attended.
With these permissions and admin controls, you avoid the “everyone is an admin” problem and keep sensitive features in the right hands.
Control Who Can Record and Share Meetings
Recording a meeting is a powerful action, especially when AI transcription, summaries, and audio playback are involved. MeetNote lets you control who can press record and how far those recordings can spread.
Admins and project owners can:
- Decide who is allowed to create and record meetings within certain projects or teams.
- Limit recording permissions for specific teams if some conversations need extra care.
- Control whether members can share links outside your organization or only keep them internal.
That means you can set up MeetNote so that, for example, only team leads or project managers can record in certain contexts, while other users can still read and act on the notes.
Manage Access by Projects and Teams
Permissions are even more powerful when you connect them to Projects and Teams.
With MeetNote’s permissions and admin controls, you can:
- Grant access to specific projects only to the teams that actually work on them.
- Restrict sensitive projects (like HR, finance, or legal matters) so only selected users can see their meetings and notes.
- Make sure new team members only see the projects and meetings that are relevant to their role.
When someone joins or leaves a team, you adjust their membership once, and their access to the associated projects and meetings follows automatically.
Safe, Time-Limited Sharing forAudio and Notes
Some information needs to be shared—but not forever.
On Pro and Premium plans, MeetNote’s permissions and admin controls work together with time-limited links to keep sharing safe:
- Time-limited audio links ensure recordings are available only for a defined window.
- Shared transcripts or notes can be scoped to specific meetings and specific attendees, not your entire history.
- When a link expires, access closes without you having to remember to revoke anything.
This is especially helpful when sharing with external attendees, like clients, vendors, or partners. They get what they need for that meeting—but they don’t get a permanent hallway into your workspace.
Admin Panel for User and Workspace Management
Admins need a clear place to see what’s going on. MeetNote provides an admin panel that puts the essentials in one place.
From the admin view, you can:
- See a list of all users in your workspace.
- Review their roles (admin, project owner, member, guest).
- Check which teams and departments they belong to.
- Manage invitations and deactivation when people leave.
Combined with projects and teams, this gives you a clean overview of who has access to what—and lets you make changes quickly.
Guardrails for Editing and Approving Minutes
Not every attendee should be able to change the official record of the meeting. MeetNote’s permissions and admin controls allow you to separate:
- People who can edit minutes in the composer.
- People who can only view minutes and read the recap.
A typical setup might look like:
- Project owners or meeting organizers can edit and finalize minutes.
- Members can add suggestions or comments but not change the final version.
- Guests receive read-only email recaps and, if allowed, view-only links.
This makes it clear who is responsible for the final wording and reduces the risk of accidental or unauthorized changes.
Works with Automatic Recap Emails, Not Against Them
Automatic recap emails are one of MeetNote’s biggest strengths. Permissions and admin controls are designed to enhance that, not block it.
Here’s how it fits together:
- Meeting organizers choose who is an attendee (internal + external).
- Recap emails go out automatically only to those attendees.
- Admin-level rules decide whether guests also get links to audio or just the text.
- Internally, full transcripts and minutes stay attached to projects and teams, respecting role-based access.
You still get the convenience of automated follow-up, with the confidence that it’s going only where it should.
Built to Support Pro, Premium, andCustom Workspaces
Different sizes of teams need different levels of control. MeetNote scales its permissions and admin controls with your plan:
- Free plan
- Simple structure for small teams or solo users.
- Basic distinction between people capturing meetings and external attendees receiving recaps.
- Pro plan (up to 10 users)
- More structure around roles, projects, and teams.
- Extra control over who can record, edit, and share.
- Premium plan (up to 25 users) and beyond (Custom)
- Designed for departments, multi-team environments, and growing organizations.
- Tighter control over access, sharing, and cross-project visibility.
In all cases, the goal is the same: give you enough control to feel safe, without making the app hard to use.
Security Without Getting in the Way Remember Them
Good permissions and admin controls should feel like a seatbelt, not a locked door. With MeetNote, you:
- Set up roles, projects, teams, and sharing rules once.
- Let the app enforce those rules quietly in the background.
- Keep focusing on capturing real meetings and turning them into usable notes.
You get the benefits of structure and security, without making meeting capture and follow-up more complicated than it needs to be.