Managers and admins often want to review their team's calls, including meetings they weren't invited to. This article explains how to get there.
The short answer:
Meetings are private by default. A meeting's notes, transcript and recording are available to the person who recorded it and to the attendees they share it with.
Being the account admin doesn't change that. The Admin role manages seats, billing and roles. It doesn't open your teammates' meetings to you. Sub-teams in Team Management don't either.
Your team can share their meetings with you themselves. Each person sets up a collection once, which takes about two minutes. Their past meetings are included, and new ones are added automatically.
On Enterprise, we can set it up for you. Chosen people get access to every meeting across your company or a specific team, with no setup from anyone else.
Option 1: Your team shares their meetings with you
Each teammate creates a collection, adds you to it, and turns on a rule that adds all of their meetings. You'll see each person's meetings in their own collection, and teammates don't see each other's.
What each teammate does
Create the collection and add you
Open Recordings on the dashboard and click the Collections tab at the top.
Click New collection.
Name it after themselves, for example Dana's meetings.
Under Invite people to this Collection, type your email and click Add. Leave your role as Viewer.
Click Create collection.
Turn on the rule
Choose Automate with rules, then click Continue.
Click Add condition and choose Recording type. Leave it set to All.
Click Save rules.
That's it. Spinach adds every past meeting they recorded or attended (and received notes for), then keeps adding new ones as they finish.
Tip: use Recording type → All for this. Don't use a Participants condition with their own email. Participants matches people Spinach detected speaking, so meetings where they stayed quiet can be missed.
To share only part of their meetings, set Recording type to External meeting (client and prospect calls only) or Internal meeting instead of All.
Where you'll find their meetings
Open Recordings and click the Collections tab. Collections your team shared show Shared with me in the Sharing column.
Click a collection's name to open it.
Their meetings also appear in your main Recordings list, tagged with the collection's name.
Checking who's set it up: the Recordings column shows how many meetings each collection holds. If someone's collection isn't on the list, they haven't created it yet. If it shows 0 recordings, they haven't saved the rule.
A message you can send your team
Hi team, I'd like to review our calls in Spinach. Could you share your meetings with me? It takes two minutes: 1. In Spinach, go to Recordings → Collections → New collection 2. Name it "[Your name]'s meetings" and add me (your email here) as a Viewer 3. Choose Automate with rules → Add condition → Recording type → All → Save rules
Your past meetings will be added too. If there's a meeting you'd rather keep private, you can remove it from the collection at any time. |
Prefer one collection for the whole team?
You can also create a single team collection and have everyone add their meetings to it:
Create the collection yourself (Recordings → Collections → New collection), add each teammate's email, and switch each one to Collaborator. Then click Create collection. Choose Automate with rules → Continue, then either add your own rule so your meetings are included too, or click Done.
Each teammate opens the collection (from the Collections tab, or under Recordings in the left sidebar), clicks Automation, then Add condition → Recording type → All → Save rules.
To check who's done it, open the collection and click Automation → See other's automations. Everyone listed has a rule. Anyone missing hasn't set it up yet.
Before you choose this option, keep in mind:
Everyone in the collection sees every recording in it. Your team will see each other's meetings.
Collaborators can add and remove any recording in the collection.
Keep teammates as Collaborators. Removing someone, or switching them to Viewer, deletes their rule and the meetings it added. Spinach asks you to confirm first.
For everything else about collections, see Organize Recordings with Collections.
Option 2: Enterprise sets it up for you
Option 1 depends on each person setting up their collection. On Enterprise, we automate this so access is in place from day one, including for new people who join later.
Company-wide access. We give the people you choose access to every meeting recorded across your company. It includes past meetings and keeps adding new ones. Nobody on your team has to set anything up. The meetings appear in a Company Meetings collection in the web app, and through Claude or ChatGPT.
Team-level access. The same thing, scoped to one team, such as Sales or Customer Success. We use the sub-teams you already manage in Team Management, and access updates automatically as people join or leave the team.
Access to specific people. We can link a manager or assistant to particular teammates, so they see everything those teammates can see.
Your team stays informed. When company-wide access is on, each person sees a Share my recordings with my company setting under Settings → Sharing & access. You decide with us whether people can turn it off, or whether it's set by your organization.
Enterprise also includes an admin portal to look up and manage any meeting, plus API access to pull meetings into your own systems. See Enterprise Features Overview, or reach out to us through chat or your account manager to set it up.
Ask Claude or ChatGPT about your team's meetings
Once your team's meetings are shared with you, either way, you can explore them with AI. Connect Spinach to Claude or ChatGPT (see MCP Configuration), then ask things like:
"What objections came up in Dana's meetings collection this week?"
"Which deals in my team's meetings mentioned pricing?"
FAQ
I'm the account admin. Why can't I see my team's meetings?
The Admin role is for managing seats, billing and roles. Meeting notes stay with the people in the meeting. To see your team's meetings, use one of the two options above.
Do sub-teams in Team Management give me access to their meetings?
Not on their own. Sub-teams organize members and usage. On Enterprise, we can use them to give a manager access to that team's meetings (see Option 2).
Will my team's older meetings be included?
Yes. When a teammate saves their rule, Spinach adds all their matching past meetings. They can click For new recordings only before saving if they'd rather start from today.
Can a teammate keep a meeting private?
Yes. They can remove it from the collection at any time, and the rule won't add it back. They can also narrow their rule, for example to External meeting only.
Which meetings does a teammate's rule include?
Meetings they recorded, plus meetings they attended and received notes for. If the host of a meeting limited its notes to themselves, it won't be included.
Can my teammates see each other's meetings?
Not with one collection per person (Option 1). In a shared team collection, yes: everyone in it sees everything in it.
Will anyone be notified?
No. Spinach doesn't send emails when someone adds you to a collection, so let your team know you're setting this up.
Does everyone need a Spinach account?
Yes. You can only be added to a collection with the email address on your Spinach account.
Can I give my assistant access to all of my meetings?
Yes. Follow the same steps yourself and add your assistant as a Viewer.