Share recordings externally

After recording conversations with Notetaker, you can share those recordings with recipients outside of your organization. Super Admins can configure external sharing settings at the account level, including which asset types are available and which users are eligible to share. Once this setting is turned on, users can generate shareable links or send recordings directly by email from any call or meeting review page.

Set up external sharing

To configure external sharing settings, if you're a Super Admin:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, click Notetaker under Tools.
3. In the Sharing recordings section, toggle the External sharing switch on.
4. In the Assets available for external sharing section, select the checkboxes for the asset types you want users to be able to include in shared links (at least one must be selected):
   • Video recording
   • Audio recording
   • Transcript
   • AI summary
5. In the Who can share externally section, select who is eligible to create external sharing links:
   • To allow all users with an assigned Sales or Service seat and access to a recording to share externally, select All eligible users can share externally.
   • To exclude specific users from sharing recordings externally, select All eligible users except specific users. Then, click Manage, select the checkboxes next to the specific users, and click Save changes.
6. When you've finished configuring your external sharing settings, click Save at the bottom.

Share recordings externally

1. Navigate to the call or meeting review page.
2. In the top right, click Share. Then, click Share externally.
3. In the dialog box, select the checkboxes for the assets you want to share under Assets to include.
4. Click the Link expires after dropdown menu and select an option for when the link expires:
   • 7 days (default)
   • 30 days
   • 90 days
   • 365 days
5. To preview what the recipient will see before creating the link, click Preview recording link.
6. To generate a shareable link, click the Share a link tab, then click Create link. Anyone with this link can view the selected assets until the link expires.
7. To send the recording directly to a recipient via email:
   • Click the Send an email tab.
   • Click the Send email to dropdown menu, then enter one or more email addresses.
   • Optionally, in the Message field, enter a message.
   • Click Send.

Manage external sharing links

When sharing a recording externally, you can review all previously created links for that call or meeting.

To manage existing externally-shared links:

1. Navigate to the call or meeting review page.
2. In the top right, click Share. Then, click Share externally.
3. In the dialog box, review any existing links in the Manage recording link access section on the right.
4. To revoke access to a specific link, click the X next to that link. Then, click Revoke link.
5. To revoke access to all external links created for that call or meeting, click Revoke all links at the bottom.

Please note: revoking a link immediately prevents anyone with that link from accessing the shared assets.