Sharing Controls

Access Management

Who can access my recordings by default?

By default, recording access is limited to:

The meeting organizer
Users specifically invited to the meeting (if enabled in your settings)
Workspace administrators (if enabled in your organization’s settings)

This restrictive default access model ensures recordings are only available to those who need them. You can modify these default settings to match your organization’s requirements.

How do I share recordings with others?

BuildBetter offers several ways to share recordings:

Internal sharing: Grant access to specific team members or groups
Link sharing: Create shareable links with optional password protection
Workspace sharing: Make recordings available to everyone in a workspace
External sharing: Securely share with people outside your organization
Integration sharing: Push recording data to integrated systems (CRM, etc.)

Each sharing method includes customizable permission settings.

What permission levels are available?

BuildBetter offers granular permission controls:

View only: Can watch/listen to recordings and view transcripts
Comment: View plus ability to add comments and annotations
Edit: Comment plus ability to edit transcripts and metadata
Share: Edit plus ability to share with others
Manage: Full control including deletion and permission management
Special permissions: Custom permission sets for specific use cases

Permissions can be set at the individual, group, or organizational level.

Can I revoke access after sharing?

Yes. BuildBetter provides complete control over access management:

Revoke access for specific users or groups at any time
Expire shared links automatically or manually
Track who has accessed shared content
Receive notifications for access events
Audit access history to maintain compliance

All permission changes take effect immediately across all devices and platforms.

Sharing Features

Can I share specific segments instead of entire recordings?

Yes. BuildBetter allows for selective sharing:

Share specific time segments of recordings
Share only certain topics or discussion points
Create custom clips with just the relevant content
Export specific portions as standalone files
Generate focused summaries of key sections

This targeted sharing helps recipients focus on relevant content while maintaining privacy for the rest of the meeting.

How do I share content with external users?

External sharing options include:

Guest access: Create temporary accounts for external users
Secure links: Generate password-protected or time-limited links
Export files: Create standalone files in standard formats
Embedded players: Embed secure players in other platforms
Integration sharing: Share via connected third-party tools

External sharing includes additional security controls to protect sensitive content.

Can I customize what shared users can see?

Yes. When sharing, you can customize the recipient’s experience:

Show/hide the transcript
Include/exclude comments and annotations
Show/hide metadata and tags
Enable/disable downloads
Show/hide speaker information
Include/exclude AI-generated summaries
Redact sensitive information selectively

These controls help you share appropriate information while protecting sensitive content.

Does BuildBetter integrate with SSO for permissions?

Yes. Enterprise customers can integrate with Identity Providers (IdP) for:

Role-based access synchronized with your IdP
Group-based permissions that reflect your organization structure
Single Sign-On (SSO) for seamless access
Automated permission updates based on organizational changes
Centralized access management and reporting

Supported IdP systems include Okta, Azure AD, Google Workspace, and other SAML/OAuth providers.

Organization Controls

How do workspace permissions work?

Workspace permissions operate at several levels:

Organization-wide settings: Global policies set by administrators
Workspace-specific settings: Policies for specific teams or departments
Folder permissions: Access controls for groups of related recordings
Individual recording permissions: Settings for specific content

This hierarchical approach allows for both consistent policy enforcement and flexible exceptions when needed.

Can administrators override sharing settings?

Administrator capabilities depend on your organization’s configuration:

Standard setting: Admins can access all content for management purposes
Privacy-focused setting: Admin access requires approval or is logged for audit
Restricted setting: Certain content can be protected even from administrators

These options allow you to balance administrative needs with privacy requirements.

How do I implement role-based access control?

Role-based access control can be configured through:

Predefined roles: Use BuildBetter’s default role templates
Custom roles: Create organization-specific roles with tailored permissions
Group synchronization: Align with existing groups from your directory service
Automated assignments: Set rules for automatic role assignment
Inheritance controls: Define how permissions propagate through your hierarchy

Enterprise customers have access to advanced RBAC features for complex organizations.

Security Features

How secure are shared recordings?

BuildBetter implements multiple security measures for shared content:

End-to-end encryption for all content
Access verification for each playback session
Watermarking to identify the source of any leaks
DRM protection for highly sensitive content
Access logging to track all viewing activity
Geographic restrictions to limit where content can be accessed

These layers of protection ensure your shared content remains secure.

Can recipients download or redistribute recordings?

You have complete control over download and redistribution:

Enable/disable download functionality
Allow screenshots or prevent them
Enable/disable sharing by recipients
Set expiration dates for access
Limit the number of views
Receive notifications when content is accessed

These controls help prevent unauthorized redistribution of sensitive content.

How do I track who has accessed my shared content?

BuildBetter provides comprehensive access tracking:

Real-time access logs showing who viewed content and when
Duration tracking to see how long content was viewed
Device and location information for security verification
Export options for audit and compliance purposes
Notification options for important access events

Access reporting is available in the sharing dashboard for each recording.

Best Practices

What are recommended sharing practices?

Our recommended sharing best practices include:

Least privilege principle: Share with the minimum necessary permissions
Time-limited access: Set expiration dates when appropriate
Regular audits: Periodically review who has access to what
Clear labeling: Use descriptive names for shared content
Segment sharing: Share only relevant portions when possible
Permission templates: Create consistent permission sets for common scenarios

Following these practices helps maintain security while enabling collaboration.

Should we have a sharing policy?

Yes. We recommend creating a formal sharing policy that addresses:

Who is authorized to share recordings
Appropriate recipients for different content types
Required approval processes (if any)
Permitted sharing methods
Prohibited sharing scenarios
Handling of sensitive information
Content classification guidelines

BuildBetter provides policy templates that you can customize for your organization.

Need help with sharing settings?

Contact our team for personalized guidance on optimizing your sharing controls

General

Privacy & Security

Recording

Support

Sharing Controls

Access Management

Organization Controls

Security Features

Best Practices

Need help with sharing settings?

General

Privacy & Security

Recording

Support

​Sharing Controls

​Access Management

​Sharing Features

​Organization Controls

​Security Features

​Best Practices

Need help with sharing settings?

Sharing Controls

Access Management

Sharing Features

Organization Controls

Security Features

Best Practices