Note: This guide is for projects that use the new Schedules and the project dashboard. For older projects that use the Client Dashboard, see How to share your Meeting Notes with clients online (legacy projects).
Share your meeting notes with your client, builder or trades. They see them on the Meetings page of their project dashboard. You choose which parts of the meeting each guest sees.
NOTE: Only the meeting host, studio admins and owners can share meeting notes.
What your guest can see
For each guest, you choose which of these sections they see:
Section | What it shows |
Overview | The meeting summary |
Task Status | The action items and their completion status |
Notes | The meeting's written notes |
Attachments | The files uploaded to the meeting |
A new guest sees all four sections. You can change this for each guest and each meeting.
Your guest can read the meeting notes. They can't edit them or add comments.
Share meeting notes
Open the meeting.
Select Share at the top.
Optional: To see the meeting notes as your guest sees them, select Preview meeting notes.
In Share with..., enter your guest's email address, or select a contact from your address book.
Optional: To choose the meeting sections that your guest sees, select the chevron next to the guest. Select or clear the sections, then select Save.
Select or clear Email guests:
Selected: Programa emails your guest. You can add a personal note in Message.
Cleared: Programa doesn't send an email. Copy the Project link and send it to your guest yourself.
Select Share.
If Meetings isn't on for your guest, Programa asks you to turn it on. Select Turn on and share.
Your guest then shows under Shared with. The status is Shared, not viewed yet until they open the meeting notes.
Share with the meeting attendees
After Programa processes a meeting, it can ask Share meeting notes with attendees?
Select the prompt. The Share drawer opens with your attendees already added.
Check the guests and their sections.
Select Share.
Programa adds only the attendees who are in your address book with an email address. It doesn't add your teammates. Nothing is shared until you select Share.
If you don't want to share, dismiss the prompt. It doesn't show again for that meeting.
Change what a guest sees
In the meeting, select Share.
Select the chevron next to the guest. Meeting notes visibility opens.
Select or clear Overview, Task Status, Notes and Attachments.
Select Save.
The change applies to this meeting only. Programa doesn't send an email when you select Save.
To change the sections that a guest sees in meetings that you share later, select Manage project visibility. Your changes there don't change the meetings that you already shared.
Share a public link
Use a public link when someone needs to see the meeting notes but isn't a guest.
Select Share.
Select the Public tab.
Set the public link to on.
Select the sections that the public link shows.
Copy the link.
Send the link.
Anyone with the link can see the sections that you select. When you turn the link off, people who open it see an "unavailable" message.
Manage or remove access
In the meeting, select Share, then select ⋯ next to the guest. Then choose one of these options:
Preview meeting notes as: see the meeting notes as your guest sees them.
Email meeting notes again: send the email again. Their access doesn't change.
Manage meeting notes visibility: change the sections that your guest sees.
Remove access to meeting notes: remove this meeting only. Your guest can still see the project and other items that you share.
To turn off a public link, set it to off in the Public tab.
If you move a meeting to a different project, your guests lose access to it. Programa warns you before it moves the meeting. Refer to How to manage your Meeting Notes.
Programa doesn't send an email when you remove access. You can share again at any time.
Check before you share
Meeting notes can include recorded conversations, personal discussions and private decisions. Before you share, check what the meeting contains. Then choose the sections that each guest can see.
For more about privacy, refer to Meeting Notes - Getting Consent.