> For the complete documentation index, see [llms.txt](https://docs.ebrain.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ebrain.ai/meetings-donna/sharing-and-settings.md).

# Sharing notes and Donna settings

Share meeting notes with colleagues, control who can read or edit, and set how and when Donna joins your calls.

Once Donna has captured a meeting, you decide who else can see it. And before she joins anything, you control how and when she shows up. This page covers both.

## Share meeting notes with colleagues

Every meeting record starts out **Private** - only you (the creator) can see it. Company admins and owners can also see all meetings in the company. To bring others in, open the meeting and use the **Share** button at the top of the detail page.

{% stepper %}
{% step %}

## Open the meeting and click Share

From the **Past meetings** list, open the meeting you want to share, then click **Share** to open the **Manage access** dialog.
{% endstep %}

{% step %}

## Find your colleague

Search by name or email and add the people you want. You can only share with **members of your own company**.
{% endstep %}

{% step %}

## Choose a role

* **Viewer** - can read the notes and transcript, and export them.
* **Editor** - can read and edit.
  {% endstep %}

{% step %}

## Adjust or remove access anytime

Reopen the dialog to change someone's role or remove them entirely.
{% endstep %}
{% endstepper %}

A badge next to the meeting title shows the current state: **Private** with a lock icon, or **Shared with N people** with a people icon. In the meeting list, anything shared with you is labeled "Shared by \[name]."

{% hint style="info" %}
Only the **creator, editors, and company admins** can manage who has access. If you only have viewer access, the Share button is disabled with a note: "Only the creator, editors and admins can share these notes."
{% endhint %}

### Export and resend

Any viewer can take the notes elsewhere using the **Export** menu at the top of the detail page:

* **Download as PDF**
* **Download as Markdown**
* **Copy to clipboard**

If a meeting's notes are ready, the notes email can also be re-sent. For more on the notes themselves, see [Meeting notes and transcripts](/meetings-donna/notes-and-transcripts.md).

## Donna settings

Open the **Settings** button on the Meetings page to control "How and when Donna joins your meetings." There are four sections.

{% tabs %}
{% tab title="Auto-join" %}

* **Let Donna auto-join meetings** - the master switch that decides whether Donna joins at all. When on, she joins online meetings on your connected calendars without a separate invite. The sub-options below refine it.
* **Which meetings** - choose **Every online meeting** or **Only meetings I organise**.
* **Announce Donna at the start of the call** - when on, Donna introduces herself when she joins so everyone knows a notetaker is recording. Off by default; when off, she joins quietly.
* **Skip short meetings** - off, or skip meetings under 5, 10, 15, or 30 minutes. Applies to new invites only; bots already scheduled stay.

**Recurring meetings:** for recurring series in your next 7 days, you can **Skip** a whole series (handy for recurring 1:1s or social calls) or **Join** it. If auto-join is off entirely, turn it on first to use this.

{% hint style="info" %}
You can always add Donna's invite address as a guest on a specific event and she will join that meeting even when your master switch is off.
{% endhint %}
{% endtab %}

{% tab title="Connected calendars" %}
This lists your connected Google and Outlook calendars, each with a **tracking toggle** - Donna only sees meetings from the calendars you enable here.

Turning a calendar off stops Donna from scanning it and tears down any not-yet-started sessions already scheduled from it. Each calendar also shows a status: active, pending, needs reconnect, revoked, or error.

To connect or disconnect a calendar, use the **Manage calendar integrations** link, which takes you to [Connecting your accounts](/account-and-settings/integrations.md).
{% endtab %}

{% tab title="Notifications" %}

* **Email me when notes are ready** - sends a summary by email once Donna finishes.
* **Action items only in the email** - a compressed email with just the assigned action items.
* **Show in-app notification when notes are ready** - the bell in the top-right flashes when Donna finishes, handy if you don't check email.
  {% endtab %}

{% tab title="Invite address" %}
Donna's calendar invite address is shown on both the Meetings page and in Settings, with a **Copy** button. Add it as a guest on a calendar event to have her join that meeting.

{% hint style="warning" %}
Add the address as a **meeting guest** on a calendar event. Do not send an email to it directly - that path does nothing.
{% endhint %}
{% endtab %}
{% endtabs %}

{% hint style="info" %}
Auto-join, the announce-on-entry message, the notes email, and the in-app notification are all opt-in. Donna does nothing on your behalf until you turn these on.
{% endhint %}

## How Donna appears to other participants

Donna joins as a visible attendee with a name (by default "Donna - eBrain") and an in-call picture. These are set centrally by eBrain, so there is nothing to configure here. If you turn on **Announce Donna at the start of the call**, she introduces herself on entry; otherwise she joins quietly.

Recording is **audio-only** - eBrain never stores video.

## Per-meeting and per-series control

You don't have to open Settings for one-off changes. The **Upcoming meetings** sidebar (your next 7 days) gives quick controls:

* A **switch per meeting**: on means "Donna will join," off means "Auto-join is off" for that one meeting. Flipping a single meeting overrides your master setting just for that occurrence, and turning it off cancels any Donna already scheduled for it.
* **Recurring** meetings show a "Recurring" badge with a **Skip series / Undo** link to mute or re-enable the whole series.
* Tooltips explain what's driving the current decision - your master switch, a per-meeting override, or a series skip.

For the full picture of how Donna gets into a call, see [How Donna joins your meetings](/meetings-donna/how-donna-joins.md).

<table data-view="cards"><thead><tr><th>Topic</th><th data-card-target data-type="content-ref">Link</th></tr></thead><tbody><tr><td>How Donna joins</td><td><a href="/meetings-donna/how-donna-joins.md">How Donna joins your meetings</a></td></tr><tr><td>Reading the output</td><td><a href="/meetings-donna/notes-and-transcripts.md">Meeting notes and transcripts</a></td></tr><tr><td>Connect a calendar</td><td><a href="/account-and-settings/integrations.md">Connecting your accounts</a></td></tr></tbody></table>