Collections let you group meeting recordings by project, client, topic, or whatever fits your work. A collection isn't a folder: the same recording can be in several collections, several people can add recordings to the same collection, and rules can add new recordings for you automatically.

To see your collections, open Recordings on your dashboard and click the Collections tab at the top.

Each row shows:

Click a column header to sort by it, and click it again to reverse the order. Click a collection's name to open it. The arrow button at the end of each row has more actions (see Managing Your Collections).

Tip: click Recordings in the left sidebar to expand a short list of your collections, followed by All collections.

Creating a collection takes three short steps.

Step 1: Name and people. On the Collections tab, click New collection. Enter a name (up to 200 characters). To invite people now, type an email in Add by email and click Add. Everyone you add starts as a Viewer. To let someone add recordings too, switch them to Collaborator with the dropdown on their row. Then click Create collection.

Step 2: How do you want to add meetings? Choose Add meetings manually to pick recordings yourself, or Automate with rules to have Spinach add matching recordings for you. Click Continue.

Step 3: Add recordings. If you chose manual, pick recordings in Add meetings to your collection and click Apply N changes. If you chose rules, set them up in Automatically add recordings (see Automation Rules) and click Save rules. You can also click Done and add recordings later.

Your collection is saved at step 1, so it's kept even if you close the window before finishing.

You can also start a collection from a recording: click Add to Collection on the recording, then New collection at the bottom of the menu. The recording is added to the new collection.

Note: people you invite need a Spinach account. Emails that don't match an account are skipped. Spinach doesn't email the people you invite, so let them know yourself.

You can add recordings one at a time, several at once, or automatically with rules (see Automation Rules). The same recording can be in as many collections as you like.

Open a meeting and click Add to Collection at the top. The menu lists your collections in three sections:

Tick a collection to add the meeting, or untick it to remove it. Changes save right away. Collections where you're a Viewer are greyed out, and an Auto tag means a rule added the meeting.

If nothing matches your search, click Create "…" and add this recording to make a new collection with that name.

Next to the button, In N collections shows how many collections the meeting is in. Hover over it to see which ones. The count includes automatic collections such as Hosted by me and Internal meetings.

On the Recordings tab, every recording shows the collections it's in. In Grid view, the default, they're listed at the bottom of each card. Click a collection's name to open it.

For a Collections column, switch to List view with the list icon at the top right. Then:

Both open the same Add to collection menu.

To find recordings from inside a collection, open the collection and click Manage recordings. This button is available to Owners and Collaborators.

Recordings that a rule added are marked Auto-added.

Owners and Collaborators can remove recordings in any of these ways:

Removing a recording from a collection doesn't delete the recording. If a rule added it, it stays out of the collection: the rules won't add it back. To bring it back, add it by hand.

Rules add recordings to a collection for you, based on conditions such as the company you met with or words in the meeting title.

Important: rules also add your past recordings. When you save, Spinach adds every matching recording you already have, then keeps adding new ones as they finish. Matching recordings appear within a few moments.

To leave past recordings out, click For new recordings only before you save. This adds a Date condition, "On or after" today, so only recordings from today onward are added. You can change the date or remove the condition like any other. If the button is greyed out, set the group to match all conditions first.

Note: each person's rules only add recordings from meetings they hosted or attended. Automations created by others won't affect yours. The rule summary at the top of a collection, and the Automation column on the Collections tab, describe your own rules.

To stop a rule, click Automation, remove its conditions with the × next to each one, and click Remove all rules. There's no confirmation step.

Editing a rule works the same way: recordings that no longer match are removed.

Share a collection to let other people watch its recordings or add their own. Each person gets a role.

Which recordings can I add? Any recording you can open yourself, including meetings other people shared with you. You can't add a meeting you only attended if its notes are limited to the host or to internal attendees, or a recording you can only see through another collection. To include those, invite someone who has access as a Collaborator.

People need a Spinach account to be added, and they can be from any company. Spinach doesn't send them an email, so let them know yourself: open the collection, click Share, then Copy collection link.

To change someone's role, use the dropdown next to their email. To remove someone, click the × next to them. If that person has automation rules, their rules are deleted along with the recordings only their rules added, and Spinach asks you to confirm first. Only the owner can share, change roles, or remove people.

Everyone else can see who has access: open the collection and click the gear icon (Collection settings).

Click a collection's name on the Collections tab, in the sidebar, or on any recording to open it. The top of the page shows the owner, who it's shared with, how many recordings it has, and your rule in plain words, such as "Adds a recording automatically when the company is globex.com."

To switch to another collection, click the collection's name at the top of the page, next to Recordings.

On the Recordings tab, set Group by to Collection. Recordings appear under each collection they're in, starting with No collection, so you can see what still needs filing. Each group has an Open button, and owners also see Share and Edit rule.

Grouping covers the recordings loaded so far. Click Load older to include earlier ones.

On the Collections tab, the arrow button at the end of each row opens these actions:

Click the gear icon next to New collection to open Manage Collections. From here you can:

This panel also lists the automatic collections Spinach keeps for you: Hosted by me, Shared with me, Internal meetings, and External meetings. You can reorder and hide them, but not share or delete them. Each one appears once it contains at least one recording.

Your order, hidden collections, and favorites are personal. Changing them doesn't affect anyone else.

Only the owner can delete a collection. Choose Delete from its menu on the Collections tab, or click the trash icon in Manage Collections. When you delete a collection:

Can a recording be in more than one collection?

Yes. You can add the same recording to as many collections as you like.

Will deleting a collection delete my recordings?

No. Deleting a collection only removes the grouping. All recordings stay in your account.

Can I add someone else's meeting to my collection?

Yes, if you can open its summary, for example because they shared it with you. If you can't open it, invite someone who can as a Collaborator so they can add it.

Will a new rule add my old recordings?

Yes. Rules add every matching recording you already have. To add only new ones, click For new recordings only before you save.

What happens when I turn off an automation?

Recordings that only your rules added are removed from the collection. Recordings you added by hand, and recordings another member's rules match, stay.

I removed a recording and the rule didn't add it back. Why?

When you remove a recording that a rule added, it stays out so the rule doesn't keep re-adding it. Add it by hand to bring it back.

Why can't I add this recording?

Either you're a Viewer of that collection, or the meeting's notes are limited to the host or to internal attendees.

Why does a meeting say "In 2 collections" when I never added it to one?

The count includes automatic collections such as Hosted by me and Internal meetings.

How do I leave a collection someone shared with me?

There's no Leave button. Ask the owner to remove you, or choose Hide from its menu on the Collections tab to take it out of your sidebar and menus.

What's the difference between automatic collections and the ones I create?

Automatic collections (Hosted by me, Shared with me, Internal meetings, External meetings) are kept up to date by Spinach based on each meeting. Collections you create are yours to fill, share, and automate.

Can I use my collections with Claude or ChatGPT?

Yes. With the Spinach MCP connector, your AI assistant can list your collections and look through the meetings in one. See MCP Configuration.

I don't see Collections. How do I turn it on?

Collections may need to be enabled for your account. Ask your workspace administrator, or contact us at support@spinach.ai.