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Access Management

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.
BuildBetter offers several ways to share recordings:
  1. Internal sharing: Grant access to specific team members or groups
  2. Link sharing: Create shareable links with optional password protection
  3. Workspace sharing: Make recordings available to everyone in a workspace
  4. External sharing: Securely share with people outside your organization
  5. Integration sharing: Push recording data to integrated systems (CRM, etc.)
Each sharing method includes customizable permission settings.
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.
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.

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Sharing Features

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.
External sharing options include:
  1. Guest access: Create temporary accounts for external users
  2. Secure links: Generate password-protected or time-limited links
  3. Export files: Create standalone files in standard formats
  4. Embedded players: Embed secure players in other platforms
  5. Integration sharing: Share via connected third-party tools
External sharing includes additional security controls to protect sensitive content.
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.
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.

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Organization Controls

Workspace permissions operate at several levels:
  1. Organization-wide settings: Global policies set by administrators
  2. Workspace-specific settings: Policies for specific teams or departments
  3. Folder permissions: Access controls for groups of related recordings
  4. Individual recording permissions: Settings for specific content
This hierarchical approach allows for both consistent policy enforcement and flexible exceptions when needed.
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.
Role-based access control can be configured through:
  1. Predefined roles: Use BuildBetter’s default role templates
  2. Custom roles: Create organization-specific roles with tailored permissions
  3. Group synchronization: Align with existing groups from your directory service
  4. Automated assignments: Set rules for automatic role assignment
  5. Inheritance controls: Define how permissions propagate through your hierarchy
Enterprise customers have access to advanced RBAC features for complex organizations.

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Security Features

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.
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.
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.

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Best Practices

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