The Sharing page in your workspace settings controls how meeting notes and recordings move through your organization and beyond it. As an admin, you decide who can share meetings, whether AI notes get emailed automatically, whether public links work, and whether notes can be published to channels or exported to other tools.
Note: Only workspace admins can open this page, and some settings depend on your plan.
How to Find the Sharing Page
Click your workspace logo in the top-left corner.
Select Workspace settings.
Click Sharing in the left panel.
Who Can Share Meetings
Meeting sharing lets you select who can share a single meetings and AI Notes.
Meeting series sharing decides who can share a whole recurring meeting at once, with all its past and future notes: Anyone or Admins only.
Email Settings
The Email menu has three settings, and they work together. Notes can be emailed to sets the limit for the whole workspace. The other two settings decide what happens automatically, and can never send further than that limit allows.
Notes can be emailed to
This sets who agendas and AI notes can be emailed to, whether someone sends them manually or Fellow sends them automatically. Choose Anyone or Admins only.
Choose Admins only, and the Send by email button disappears for everyone except admins. The two settings below stop working too.
Auto-email AI notes to
This sets the default for meetings a person organizes. Once the AI notes are ready, Fellow emails them to one of the following:
All meeting invitees: everyone on the calendar invite, inside or outside your organization. This option only appears while AI notes public links is on, since people without a Fellow account need a link to open the notes.
Invitees from your org: everyone on the invite who shares your organization's email domain.
Invitees from your org with a Fellow account: only invitees who already use Fellow in your workspace.
No one: nothing sends automatically. People can still email the notes by hand.
This is the default. People can change it for themselves under User settings > Note Taker, unless you lock it. Lock it, and your choice applies to every meeting anyone in the workspace organizes.
Always email AI notes to users
This sets the default for meetings people in your workspace attend but don't organize. Turn it on, and everyone receives the AI notes for every meeting they attend, even if the organizer's setting wouldn't normally send them. Turn it off, and people only receive what the organizer's setting sends.
This is also a default people can override in User settings > Note Taker, unless you lock it. Locked and on, everyone receives the notes automatically. Locked and off, no one can opt in.
Keep in mind this only reaches people in your workspace. The Notes can be emailed; the setting above still applies. Set that to Admins only, and nothing sends here either.
External Access
Allow external integrations
Controls whether notes and AI notes can be sent to connected tools such as Slack, Teams, HubSpot, Salesforce and Notion, or downloaded as files.
Agenda public links
Controls whether people can create public links to agendas and meeting notes.
AI notes public links
Controls whether people can create public links to AI notes and recordings. Two protections sit underneath it:
Require sign-in: viewers must sign in before they can watch the recording or read the transcript. The AI notes themselves stay visible either way.
Password protection: editors must set a password before a public link can be opened, copied, or sent. Viewers need that password to open it.
Turn this off, and it also removes All meeting invitees from the Auto-email AI notes to options above, since external invitees would have no other way to open the notes.
Frequently Asked Questions
Why did someone receive AI notes when the organizer set automatic emails to "No one"?
They likely have Always email AI notes to users turned on for themselves, or it's on as the workspace default. To stop this for everyone, turn it off and lock it.
Can a meeting policy rule change these settings for specific meetings?
Yes, for the settings a rule can control: who notes can be emailed to, public links, external sharing, publishing to channels, and exports. The Sharing page sets the workspace default. A rule that matches a meeting overrides that default for that meeting only.