# Managing Meeting Summary Access & Notifications

Written by Taylor McLoughlin  
April 16, 2025

Ambient now gives you granular control over **who can see each meeting summary and whether they’re notified**. You can set defaults for your entire account, override them for specific meeting series, and fine‑tune any single summary.

## 1. How it works at a glance

|     |     |     |
| --- | --- | --- |
| **Where you set it** | **What you control** | **Typical use‑case** |
| **Account Settings → Assistant tab** | Default access, notifications, and draft mode for _every_ new meeting summary | “I always want to approve notes before anyone else sees them.” |
| **Meeting Series → ⚙︎ (gear) icon** | Overrides for one recurring meeting series | “Stand‑up notes should auto‑share with the team.” |
| **Individual Summary → Share button** | One‑off tweaks to access list, org‑wide visibility, and email alerts | “Add a guest after the fact, but don’t spam the team.” |

## 2. Account‑level defaults

1. **Go to** **Profile → Assistant**.

2. Under **Meeting summary, sharing & access** choose:

|     |     |
| --- | --- |
| **Setting** | **What it does (default in _bold_)** |
| Draft Mode | **ON** marks the summary as private until you manually publish. **OFF** will publish the summary automatically using the other settings below. |
| _Add Invitees to Access List_ | **ON** adds either team members or everyone on the calendar invite; **OFF** leaves only you. |
| _Notify Access List via Email_ | **ON** sends a notification; **OFF** keeps their inbox quiet. |
| _General Access_ | **ON** lets anyone in your Ambient workspace find the summary via search; **OFF** hides it unless they’re on the access list. |

**New users (signed‑up on or after Apr 16 2025)** start with: Draft OFF, internal team members on the calendar invite added, email OFF, org‑wide OFF.

## 3. Per‑series overrides

1. Open **Meeting Series** in the sidebar.

2. Click the **gear** icon for a series.

3. Adjust draft mode, access list, notification, or org‑wide visibility just for that series.

**Examples**
- **Leadership Sync** → Auto‑publish, invitees added, email ON, org‑wide OFF.
- **Weekly Stand‑up** → Auto‑publish, invitees added, email ON, org‑wide ON.

## 4. Individual summary controls

1. Open a summary and click **Share**.

2. The **Access list** shows everyone who can view (you can remove any name).

3. **Add people** → Enter emails, choose whether to send an alert, and assign a role (currently _Viewer_; more roles coming soon).

4. **General access** → Switch between _Only people with access_ and _Anyone in the organization_.

Changes save instantly; you can always revert.

## 5. FAQs

**What happens if several teammates record the same call?**  
Only one Ambient assistant joins, but everyone on the invite (with Ambient accounts) is automatically added to the summary’s access list if that option is enabled.

**Can I stop all email alerts for my account?**  
Yes—turn _Email invitees when summary is ready_ OFF in **Account Settings → Assistant**.

**Will future role types (e.g., Editor) respect these settings?**  
Yes. When new roles roll out, you’ll be able to upgrade a person’s permission directly from the same _Share_ dialog.