What Are Collections?
Collections let you group meeting recordings together — by project, client, topic, or however makes sense for your workflow. Unlike a simple folder, a collection is a broader grouping: the same meeting can live in multiple collections, multiple people can contribute meetings, and you can set up automation rules to keep collections up to date as new meetings come in.
Your collections appear as cards at the top of the Recordings page under My Collections. Each card shows the collection name, recording count, and whether it's a custom or platform collection.
Creating a Collection
Go to the Recordings page on your dashboard
Click the + New collection card
Enter a name for your collection (up to 200 characters)
Optionally, invite people right away — add them by name or email and assign a role (Viewer or Collaborator)
Click Create collection
You can create up to 200 collections.
Adding Meetings to a Collection
There are several ways to add meetings to a collection.
From a meeting
Every meeting has an Add to Collection button. Click it to see a list of your collections, then check the ones you want to add the meeting to. You can also see which collections the meeting already belongs to.
Search, filter, and add
From within a collection, you can open the Manage recordings view to search for meetings and add them. Use the search bar to find meetings by name, then use + Add filter to narrow results further. Available filters include:
Date — filter by date range
Recording type — internal or external meetings
Participants — filter by who attended
Company — filter by company
Recording title — match by keywords in the meeting title
Once you've applied your filters, you can click Select all matches to add them all at once, or click the + button next to individual meetings. When you're done, click Save changes.
Removing meetings from a collection
To remove a meeting, open the meeting and click Add to Collection, then uncheck the collection. You can also remove meetings from the Manage recordings view. Removing a meeting from a collection does not delete the recording — it only removes it from that grouping.
Automation Rules
Instead of manually adding meetings, you can set up automation rules on a collection so that new meetings are added automatically based on your criteria.
Setting up an automation
Open the collection settings
Go to the automation section
Click + Add condition and choose your filter criteria:
Date
Recording type
Participants
Company
Recording title
By default, automations apply to new recordings only (as shown by the toggle in the top right). You can also set the automation to look back at historical meetings from a specific date. Click Save rules when you're done.
Note: Automations created by others won't affect your recordings.
Turning off an automation
Important: When you turn off an automation rule, all meetings that were added by that automation are removed from the collection. Meetings that were added manually are not affected. This makes it easy to cleanly undo an automation without disrupting your hand-picked meetings.
Sharing a Collection
Collections can be shared with other people in your workspace. When you share a collection, you assign each person a role that determines what they can do.
Roles
Owner | The person who created the collection. Full control — can add/remove meetings, manage members, set automations, and delete the collection. |
Collaborator | Can add their own meetings to the collection. Collaborators cannot add other people's meetings — they self-serve by contributing recordings from meetings they have access to. |
Viewer | Can browse and view all meetings in the collection, but cannot add or remove any. |
Note: As the owner, you cannot add someone else's meetings to the collection. Each person must contribute their own meetings. This means collaborators self-serve — once they add their recordings, everyone with access to the collection can view them.
How to share
Open the settings for your collection (see Managing Your Collections below)
Add people by name or email
Assign each person a role: Collaborator or Viewer
You can update roles or remove access at any time from the same settings panel.
Managing Your Collections
Click the gear icon (⚙) next to My Collections to open the Manage Collections panel. From here you can:
Reorder — Drag collections using the grip handle (⠿) to arrange them in your preferred order
Share — Click the share icon to invite people and manage roles
Hide/Show — Toggle the eye icon to hide or show a collection from your view
Delete — Click the trash icon to remove a custom collection
Note: Platform collections (Hosted by me, Shared with me, Internal meetings, External meetings) can be reordered and hidden, but cannot be shared or deleted.
You can also click into an individual collection's settings to manage:
Collection name
Who has access and their roles
Automation rules
Deleting a collection
When you delete a collection:
All members lose access immediately
All meetings are removed from the collection
The meetings themselves are not deleted — they remain in each person's account
Viewing a Meeting's Collections
On any meeting, you can see which collections it belongs to. Look for the Add to Collection button — it will show you the full list of collections associated with that meeting.
Limits at a Glance
Max collections per user | 200 |
Max recordings per collection | 5,000 |
Collection name length | 1–200 characters |
FAQ
Can a meeting be in more than one collection?
Yes — you can add the same meeting to as many collections as you like.
Will deleting a collection delete my recordings?
No. Deleting a collection only removes the grouping. All recordings remain in your account.
Can I add someone else's meeting to my collection?
Not directly. To include someone else's meetings, share the collection with them as a Collaborator so they can add their own recordings.
What happens when I turn off an automation?
All meetings that were added by that automation are removed from the collection. Manually added meetings are not affected.
What's the difference between custom and platform collections?
Platform collections (like "Hosted by me" and "Internal meetings") are managed automatically by Spinach based on meeting properties. Custom collections are ones you create and manage yourself.
I don't see the Collections option — how do I enable it?
Collections may need to be enabled for your account. Reach out to your workspace administrator or contact us for help.