Securing Your Meetings: How to Control Access and Sharing in Fellow

Meetings often hold valuable details about strategy, decisions, and the people your organization works with. Without the right safeguards, that information can be shared in ways that don’t align with your organization’s policies. Fellow’s workspace settings help you control who can join, who can share meeting content, and how recordings, transcripts, and AI Notes are protected.

Instead of enforcing a rigid one-size-fits-all framework, Fellow’s privacy controls let you tailor access and sharing to your organization’s needs. A team collaborating with clients may need password-protected links and guest access, while an organization handling confidential discussions may want to restrict sharing, copying, and downloads. The settings you can configure depend on your plan and feature availability, and related controls are organized across Security, Sharing, Content & retention, and Authentication.

This walkthrough introduces workspace access and sharing. Read on for the current controls, including password protection for public AI Note links.

Deciding who can join your workspace

The way people join your workspace sets the tone for how secure and collaborative your environment will be. Invitation and self-signup controls let you decide how new members and external guests are brought in. Joining a workspace is also different from receiving access to a particular meeting, so it’s worth reviewing both membership and sharing settings.

Who can invite new members?

The Workspace invitations setting lets admins choose between Everyone and No one. Choosing No one turns off member invitations for everyone, including admins; it isn’t an admin-only invitation mode. Organizations using this restriction can manage membership through provisioning methods such as CSV import or directory sync.

Can you share meetings with external guests?

Many organizations work with external collaborators such as contractors, consultants, or clients. Guest access lets you share specific meetings with these individuals without making them full workspace members. A separate Guest invitations control determines whether users can invite people outside the organization as guests. This helps teams support external collaboration while keeping decisions about guest access intentional.

Can employees join without an invitation?

If you want employees to join without waiting for an invite, self-signup can make onboarding easier. It applies to people with an approved email domain, not anyone who happens to have a workspace URL. Self-signup also depends on workspace invitations being enabled.

Managing who can sign up with approved domains

Approved domains let you define which email domains belong to your organization and whether people from each domain can join through self-signup. This is useful for organizations with multiple brands, subsidiaries, or regional domains that need different onboarding arrangements.

How to review approved domains and user counts

The Approved domains section lists your organization’s domains and user counts. Admins can use that visibility to review membership across domains and check that self-signup is enabled only where intended.

Can you allow self-signup for one domain but not another?

For example, you might allow employees with your main company domain to join without an invitation while keeping self-signup disabled for another domain. When self-signup is off, people cannot use that route to join. Invitations and centrally managed provisioning remain separate ways to add members, subject to your workspace configuration.

Controlling how meeting content is shared

Meeting content becomes useful when the right people can act on it. Sharing settings help admins decide who can distribute that content and which routes are available, whether a team is collaborating internally or sending a recording to a client.

Meeting sharing vs. meeting series sharing

Meeting sharing can be available to everyone or limited to admins. A separate Meeting series sharing setting controls who can share an entire recurring meeting, including its past and future notes. This distinction matters when someone needs access to one conversation but should not automatically receive the rest of a series. For ongoing team collaboration, Fellow Channels offer another way to organize meeting recordings.

What access levels are available for AI Note links?

AI Note links offer three access levels: Restricted access, Anyone in my workspace, and Anyone with the link. Restricted access keeps the link limited to people who have been given access, while the workspace option makes it available to members of your workspace. Anyone with the link supports sharing beyond that group, which can be useful for sales teams or customer success managers sending meeting content to clients.

Admins control Agenda public links separately from AI Notes public links. The first covers agendas and meeting notes; the second covers AI Notes and recordings. Agenda public links are not available during trials. Keeping these controls separate lets you decide which kinds of content can be shared publicly.

Can you password-protect a shared AI Note link?

When an AI Note link is set to Anyone with the link, an editor can add a password. People using the public link must enter that password before they can open the content. This adds a layer of protection when a URL is forwarded beyond its intended recipients, although anyone who receives both the link and the password can still use them.

After entering the password, a viewer stays verified in that browser for up to 24 hours. Changing the password invalidates earlier verification, so public-link viewers need the new password to continue. People who already have access through their workspace membership or because the meeting was shared directly with them do not need to enter the link password.

On plans that include the Password protection admin control, admins can require passwords on public AI Note links across the workspace. This also applies to existing links: a public link without a password stops opening for outside viewers until an editor sets one. It’s worth communicating that change before enabling the requirement so teams can update links they have already shared.

Can you require sign-in to view recordings and transcripts?

The Require sign-in setting adds a different restriction to public AI Note links. Viewers must sign in before they can watch the recording or read the transcript, while the AI Notes remain visible without signing in. A password protects entry to the public link; requiring sign-in controls access to the recording and transcript within it.

Cross-workspace collaboration

Cross-workspace collaboration lets users share and collaborate on meetings with people from other Fellow workspaces. Admins can allow or restrict this behavior to match their organization’s policies. It provides another way to work with external partners without treating every shared conversation as a public link.

Email sharing and automatic AI Note delivery

Admins can allow or disable emailing agendas and AI Notes, both inside and outside the workspace. They can also set defaults for who receives AI Notes automatically when they are ready. Users can change those defaults unless they are locked. A separate option determines whether users always receive AI Notes for meetings they attend, even when the organizer’s delivery setting would not include them.

These controls are worth reviewing alongside link access. Sending someone an email and deciding what they can open are related choices, but they are not the same permission.

Does turning off external sharing also disable MCP access?

Some workspaces have access to an Allow external integrations setting that controls sending notes and AI Notes to connected tools such as Slack, Teams, HubSpot, Salesforce, and Notion, as well as downloading them as files. This admin control is currently available only to selected workspaces, rather than generally available. Where enabled, it helps admins decide where meeting content can be sent.

Fellow MCP connections, including connections used with Claude, have their own admin settings. Admins can manage the connection and available tools separately. Turning off external sharing does not, by itself, disable MCP access, so organizations should review both sets of controls.

Managing downloads, copying, and visibility

Sharing a meeting inside Fellow and saving a copy elsewhere create different considerations. The Content & retention settings give admins additional controls over how meeting content is copied, downloaded, and viewed.

Download, print, and copy permissions

Allow downloads controls downloading recordings and AI Notes, as well as printing meetings. Allow copying separately controls copying text from transcripts and AI Notes. Selected workspaces also have access to a Copy & download disclaimer that is added to the end of transcripts or AI Notes when they are copied or downloaded, reminding recipients how that content should be handled. This disclaimer control is not yet generally available.

These settings help restrict the built-in ways to take content out of Fellow. They should be used alongside your organization’s broader information-handling policies, rather than treated as a guarantee that someone can never reproduce content they can view.

Viewer stats: who can see who opened your AI Notes?

The Show viewer stats setting lets admins decide whether meeting owners can see who viewed their AI Notes and clips. Teams that use viewing activity to follow up on shared content can enable it, while organizations with different privacy requirements can turn it off.

Deciding what happens to sensitive meeting content

Even with clear policies, sensitive information can occasionally be shared in meetings. Redaction, note locking, and retention controls help you decide what can be changed afterward and how long content should remain available.

Can you redact content from recordings and transcripts?

When redaction is allowed, eligible users with editing access can remove sensitive content from recordings and transcripts. This can be helpful before sharing a conversation with a wider audience. Admins can also disable redaction for the workspace, including for admins themselves.

Disabling redaction prevents that particular editing action. It does not turn a transcript into a certified or immutable record, so organizations with formal recordkeeping requirements should evaluate their full process alongside Fellow’s compliance features.

Auto-locking meeting notes after a meeting

Auto-lock meeting notes lets organizations lock agendas and AI Notes for editing after a meeting ends. This is useful when teams want a period for preparation and follow-up, followed by a stable set of notes. Locking notes is separate from deciding whether someone can view or share them.

How long does Fellow keep recordings, transcripts, and AI Notes?

Content retention settings let admins configure automatic deletion for recordings, transcripts, and AI Notes. These content types can have different retention periods, allowing an organization to keep written notes longer than the recording, for example. Reviewing retention alongside access and sharing helps avoid keeping meeting content longer than your policies require.

Managing SSO, sign-in, and audit logs

Access controls also depend on how people sign in and how administrators review changes. On eligible plans, Authentication settings support single sign-on, web and mobile session duration, and required re-authentication. These controls help organizations apply their sign-in policies to Fellow rather than relying only on individual account choices.

The audit log provides an additional place for admins to review recorded workspace activity. It complements access and sharing settings by supporting oversight after changes occur. Availability of these administrative controls depends on your plan.

Giving assistants access to manage meetings

Leaders often juggle dozens of meetings each week, and keeping track of agendas, recordings, and follow-ups can become overwhelming. For executives, managers, or other senior roles, it’s common to rely on trusted assistants or team members to help. Delegated access allows users to grant teammates access to their account so they can prepare agendas, review meeting content, and manage follow-ups on their behalf, without sharing login credentials.

Can an assistant manage meetings on your behalf?

Admins can enable or disable delegated access for the workspace. When it’s enabled, users can choose teammates to act as their delegates. When it’s disabled, users cannot grant that access. This gives organizations a way to decide whether account delegation fits their internal policies, rather than leaving the choice entirely to individual users.

Conclusion

Secure collaboration starts with deciding who needs access and what they should be able to do. Fellow gives organizations controls for membership, delegated access, public links, connected tools, and the handling of meeting content after a call ends.

Review your workspace’s Security, Sharing, Content & retention, and Authentication settings against your organization’s policies. Start with the routes your team uses most, whether that’s emailing AI Notes to clients, sharing recordings with a password, or collaborating with guests, and check that the related permissions work together.