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Transcription Access Control

Meeting transcriptions in Copera follow a session-based access model. This means that access to a transcript is not automatically granted to everyone in the meeting channel -- it depends on whether a person was actually present during the specific transcription recording.

How access is determined​

When a transcription recording starts, the system captures the list of participants who are currently in the meeting. As additional participants join while the transcription is running, they are also added to the access list from the moment they connect. When the recording stops, the final participant list is saved alongside the transcript.

Only participants on this list can view the transcript and its associated recording by default.

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If someone joins the meeting after a transcription has already been stopped, they will not have access to that transcript -- even if they are a member of the meeting channel. Access is strictly based on who was present during the recording.

Multiple transcriptions, separate access lists​

A single meeting session can contain multiple transcription recordings (started and stopped at different times). Each recording maintains its own participant list independently. This means:

  • Transcription 1 might include participants A, B, and C (who were present when it ran).
  • Transcription 2, started later in the same meeting, might include participants B, C, and D.
  • Participant A would have access to Transcription 1 but not Transcription 2, while participant D would have access to Transcription 2 but not Transcription 1.

This model ensures that sensitive portions of a meeting are only visible to the people who were actually in the room at the time.

Sharing transcriptions with additional people​

Channel admins can share a transcription with additional workspace members or teams after the fact, even if those people were not present during the recording. To share a transcript:

  1. Open the transcript from the session viewer.
  2. Click the Share button.
  3. Search for and select the workspace members or teams you want to grant access.
  4. The selected people are added to the transcript's participant list and can now view it.

You can also remove access for previously added participants using the same sharing dialog.

Admin capabilities​

Channel admins have broader access to transcription management:

  • View all transcriptions in the channel's session history, regardless of whether they were present during the recording.
  • Manage AI actions on transcriptions, such as creating, editing, and deleting AI-generated summaries and action items.
  • Share and unshare transcriptions with other workspace members.

Privacy considerations​

The session-based access model is designed to protect the privacy of meeting conversations. If part of a meeting involves a sensitive discussion with a smaller group, only those participants will have access to the transcript of that portion. Channel admins should be mindful when sharing transcriptions with additional people, as the content may contain information that was discussed in a limited group.