How to share meeting transcripts and summaries privately with User Groups

Want to share your meeting notes only with the right teams? User Groups make that simple — they let you securely share transcripts, recordings, and summaries with selected teammates in just one click. It’s a quick way to keep collaboration smooth while protecting sensitive information.

A User Group is a custom list of teammates in your Fireflies workspace. Once created, you can share recaps directly with that group instead of inviting everyone one by one.

Let’s get started 🚀

🔑 Prerequisites

Before sharing a private meeting with the User Group:

• You must be the meeting owner or workspace admin.

• The User Group should already exist in your workspace.

• This feature is available on Business and Enterprise plans only.

🚀 Navigating to Your Meeting

You can open your meeting in two quick ways — use whichever feels easier for you.

1. From the Home dashboard: Go to your Home page and click any meeting under Recent Meetings to open its recap view.

2. From the Notebook: Click the Meetings tab in the left sidebar to open your Notebook, where you can browse or search through all your past meetings. Then, select the one you want to share.

🔒 Share a Meeting Privately with User Groups

Once your meeting is open, you can easily share it with the right people — keeping transcripts, summaries, and recordings private to your selected team.

Step 1: Click the Share button in the top-right corner of your meeting view.

A modal window opens with all your sharing options — letting you easily choose who can view the meeting or share it directly with your User Groups.

Step 2: In the search bar, start typing your User Group name — Fireflies will instantly show matching groups you’ve already created. Pick the one you want to share with.

You can also set how long their access lasts — 7, 14, or 30 days, or choose no expiry to keep it available anytime.

Step 3: Before sharing, set your meeting to private so it stays visible only to the right people. Click the Privacy Settings dropdown and select Only Owner — this ensures only you and the invited User Groups can view the transcript and summary.

Step 4: Click Invite to share the meeting — your User Group will appear under Teammates with access, and Fireflies will email them the recap link so they can easily view the transcript and summary.

📤 How Shared Meetings Appear to User Groups

After you share the meeting, Fireflies sends each member of the User Group an email with a View Meeting Recap button. When they click it, the meeting opens in Fireflies — showing the transcript, summary, and notes in a clean, focused view. Everything stays private to that User Group, ensuring only the right people can access the content.

❓Frequently Asked Questions (FAQs)

Q1. I don’t see my User Group while sharing — what should I do?

Make sure the group is already created. If not, click Create Group in the Share window to set it up instantly.

Q2. My teammates didn’t receive the recap email.

First, check your Email Recap Settings to ensure recaps are enabled. If they still don’t receive it, ask them to check their Spam or Promotions folder, or re-share the meeting link.

Q3. Can I update the access duration after sharing?

Not yet — you’ll need to re-share the meeting with the updated expiry setting.

Q4. Do deleted groups lose access to shared meetings?

Yes. Once a User Group is deleted, all shared access tied to it is automatically revoked for privacy.

⏪ Recap

User Groups make it effortless to share meeting transcripts and summaries securely — no manual invites or email clutter.

• Share meeting content directly with specific teams.

• Keep everything private and accessible only to the right people.

• Choose how long access stays active (7, 14, 30 days, or no expiry).

• Simplify collaboration while maintaining full control over visibility.

📌 Related Guides

• How to Share Meeting Transcripts and Summaries – Learn all the ways to share meetings, including links, teammates, and private groups.