So, you've recorded a meeting and jotted down some notes in Goodmeetings. Now you need to share them—without accidentally blasting sensitive info to the wrong people or making life harder than it needs to be. This guide is for anyone who wants to keep things tight, clear, and secure, whether you’re running a small team or wrangling a big project.
I’ll walk you through tools and settings that actually matter, what to skip, and how to avoid common mistakes when sharing meeting recordings and notes in Goodmeetings.
Why Secure Sharing Actually Matters
It’s tempting to just copy a link and fire it off in Slack or email. But here’s the thing: meeting recordings and notes can contain way more info than you realize—customer data, internal debates, even embarrassing moments. If you don’t put a little thought into how you share, that stuff can end up in the wrong hands. And let’s be honest, nobody wants to deal with privacy headaches or apologizing for a leak.
Step 1: Get Your Materials Organized
Before you share anything, check what you’re about to send.
- Trim the recording. Goodmeetings usually lets you clip the start/end or edit out sections. If the first ten minutes are just people joining, cut it.
- Review the notes. Skim for typos, sensitive info, or anything off-topic. Meeting notes get forwarded more than you think.
- Double-check attachments. If there are slides, docs, or screenshots, make sure they're meant for the audience you’re sharing with.
Pro Tip: If you wouldn’t want a competitor or client to see it, don’t include it.
Step 2: Pick the Right Sharing Option in Goodmeetings
Goodmeetings has a few ways to share recordings and notes. Not all of them are equally secure, so let’s get into the nitty-gritty.
Option 1: Direct Sharing With Team Members
- How: Inside Goodmeetings, you can usually share to specific users or groups.
- Security: This is the safest route—everyone needs to log in, so you know who’s looking.
- Best For: Internal teams or anyone who already has a Goodmeetings account.
What Works: - Access is logged (so you can see who viewed it) - Easy to revoke access if needed
What Doesn’t: - Annoying if you’re working with people who aren’t in your org or don’t want another login.
Option 2: Shareable Link (With Permissions)
- How: Generate a link to the recording/notes. You’ll usually see options like “Anyone with the link can view” or “Only invited people can access.”
- Security: This is where people get sloppy. Only use “Anyone with the link” when you’re sure it’s low-risk or everyone you’re sharing with is trustworthy.
- Best For: External guests, clients, or one-off situations.
What Works: - Fast, no account needed
What Doesn’t: - If someone forwards the link, you lose all control. - Some link options expire, some don’t—double-check.
Option 3: Download and Upload Elsewhere
- How: Download the recording/notes and upload to a more secure system (like your company’s file storage or encrypted drive).
- Security: You control the security, but now you have to manage versions and permissions yourself.
- Best For: When you need to keep things on company servers or integrate with other workflows.
What Works: - Total control, works with strict company policies
What Doesn’t: - More manual work, and sometimes you lose features like access logs or version history.
Step 3: Set Permissions Like You Mean It
Don’t just hit “Share” and hope for the best. Take a minute to set real permissions:
- View vs. Edit: Only give edit access to people who actually need it. Most folks just need to see the notes/recordings.
- Expiration Dates: If you can, set links to expire after a week or two. This limits the window for leaks.
- Disable Downloads: For extra-sensitive stuff, turn off the ability to download recordings. They can watch, but can’t save a copy. (Heads up: someone could still screen-record, so don’t treat this as bulletproof.)
- Watermarks: Some platforms let you add watermarks with the viewer’s name/email. It’s not perfect, but it does make people think twice about leaking.
Pro Tip: If you’re sharing outside your company, always double-check who has access. Once a link is out in the wild, you can’t get it back.
Step 4: Share—But Don’t Overshare
Here’s where most people trip up. It’s way too easy to drop a link in a big Slack channel or mass email. Resist the urge.
- Keep distribution tight. Only share with people who truly need it.
- Use groups or mailing lists for recurring meetings. If you’re always sharing with the same crew, set up a group to avoid mistakes.
- Don’t assume “private” means private. Even with good settings, someone can always forward or screenshot. If something is truly sensitive, consider sharing a summary instead of the full recording.
What to Ignore: Don’t bother with “advanced” sharing tools unless you have a real use case (like SSO integrations or auto-expiring links). Most teams just need sensible access controls and a bit of discipline.
Step 5: Audit and Clean Up Old Shares
Nobody likes digital clutter, but it’s worse when old links keep working forever.
- Review shared links regularly. Goodmeetings usually has a dashboard where you can see what’s been shared and with whom. Kill off links you don’t need anymore.
- Revoke access for ex-team members. People leave teams all the time—make sure their access goes with them.
- Archive or delete outdated recordings. If you don’t need it, get rid of it. Less risk, less mess.
Pro Tip: Set a reminder once a quarter to do a quick audit. It takes ten minutes and can save you headaches later.
Extra Tips: What Actually Helps (and What’s Overkill)
- Password-protect links if you’re sharing outside your org. It’s not a silver bullet, but it does slow down accidental leaks.
- Don’t rely on “security by obscurity.” Just because a link is long and ugly doesn’t mean it’s safe.
- Skip the NDA popups. Unless your legal team requires it, those “click to agree” screens just annoy people and rarely hold up if someone’s determined to leak info.
- Educate your team. A one-minute reminder on a call about not forwarding links is more effective than fancy security features.
Quick Troubleshooting: If You’re Not Sure It’s Secure
- Ask yourself: Would I be okay if this showed up in a Google search?
- Check for “public” links. Some platforms make it easy to accidentally set something as public. Double-check before sharing.
- Test access. Open the link in a private browser window or send it to a trusted colleague to confirm what an outsider would see.
Keep It Simple, Iterate as You Go
There’s no magic setting that’ll keep your meeting notes and recordings 100% secure, but a little attention goes a long way. Start with sensible defaults, share only what you need, and do the occasional clean-up. If your team gets bigger or your needs change, tweak your approach—don’t build a fortress on day one.
Remember: security isn’t about paranoia, it’s about not making dumb mistakes. Keep your sharing habits tight, and you’ll avoid most of the drama.