Password-Protected Meeting Recaps: How Fellow Secures External Meeting Sharing

Meeting recaps travel further than most teams realize. A single shareable link can reach clients, external counsel, limited partners, or portfolio company executives long after the meeting ends. For most conversations, that's fine. For diligence calls, board discussions, or client strategy sessions, it's a real exposure point.

Fellow's password-protected meeting recaps close that gap. They add an authentication layer to shared AI meeting notes without giving up the convenience of a link, so teams in regulated industries can share externally with confidence instead of hoping the link stays in the right hands.

What are password-protected meeting recaps?

A password-protected meeting recap is an AI-generated meeting summary in Fellow that requires a password before an external recipient can open it. Recaps work the same way as Fellow's standard shareable links, capturing the AI meeting notes, action items, and topics from a meeting, but recipients need both the link and a password to view the content.

This matters because a standard public link can be opened by anyone who receives it, whether through forwarding, a misdirected email, or accidental posting. Fellow's recaps are never publicly indexed or searchable on their own, but password protection adds a second, deliberate barrier on top of link-based sharing. It closes the gap between "only the right person has the link" and "only the right person can actually open it."

How do password-protected recaps work in Fellow?

By default, password protection is set on a per-recap basis. Any team member with edit access to a specific recap can add a password to it, generate one with a single click, and share the link and password with recipients through a separate, secure channel.

Once someone enters the correct password, they stay authenticated for 24 hours. That window avoids repeated password prompts for a client or partner who needs to reference the recap throughout the day, while still keeping access time-limited rather than permanent.

Password rotation takes effect immediately, not after a recipient's session naturally expires. If you change a password while someone's 24-hour window is still active, the next page reload sends them back to the password screen. There's no grace period and no lingering access on an old password, which matters if a recap was shared with the wrong person or a deal team member's engagement ends.

How does workspace-wide enforcement help admins scale security?

Individual password protection works well when teams remember to apply it consistently, but relying on manual habit across dozens of deal teams or client-facing groups introduces risk. As part of Fellow's compliance features, enterprise administrators can enable mandatory password protection across an entire workspace, turning an optional habit into a firm-wide policy.

When an admin enables this setting, every existing public recap in the workspace becomes inaccessible externally the moment the change takes effect. Each recap stays locked until someone sets a password for it. Fellow shows a clear warning before this activates, since the effect is immediate rather than gradual, and admins should plan the rollout rather than flip the setting without notice.

Why does this matter for private equity, hedge funds, and investment banks?

Regulated financial firms generate meeting content that carries real consequences if it reaches the wrong reader. A private equity diligence call might include unreleased financials or a target company's confidential operating metrics. A hedge fund research discussion might reference a position the firm hasn't disclosed. An investment banking client update might name a deal that hasn't been announced.

Recaps from these meetings often need to reach people outside the firm: portfolio company executives, limited partners, outside counsel, or clients. That's exactly the scenario Fellow's password protection feature is built for. Instead of choosing between "don't share externally" and "share and hope the link doesn't spread," compliance and deal teams can share the recap while keeping access gated to the intended recipient.

This pairs naturally with Fellow's compliance portal, where compliance teams can search, review, flag, and audit any recorded meeting across the workspace, with AI trackers that surface concerns like MNPI or PII before they become a problem.

How password protection fits into Fellow's broader security controls

Password-protected recaps are one layer in a wider set of controls built for enterprise and regulated-industry use. Fellow is SOC 2 Type II certified, HIPAA and GDPR compliant, and never trains AI models on customer notes, transcripts, audio, or summaries, on any plan, with no opt-out required because there's nothing to opt out of.

Alongside password protection, teams typically layer in:

• Configurable data retention, including a zero-day retention option that deletes source recordings and transcripts after processing while preserving AI-generated summaries. Read more about Fellow's retention settings.

• Transcript redaction, so attendees can remove sensitive information (names, account numbers, deal terms) from a recap before it's shared or synced to a connected system.

• Consent capture for auto-recorded meetings, logging disclosure events and timestamps for review. See how to capture consent for auto-recorded meetings.

• The compliance portal, giving compliance officers workspace-wide search, review, and audit access to every recorded meeting, independent of what individuals choose to share.

Together, these controls let firms decide exactly what gets captured, how long it's kept, who can see it, and who can access it externally, without treating security as an afterthought bolted onto a general-purpose AI meeting notetaker.

Bringing external sharing under control

Sharing meeting recaps outside a firm shouldn't mean giving up control over who reads them. Fellow's password-protected recaps add an authentication layer that regulated industries can rely on, backed by a compliance portal, configurable retention, and redaction controls built for the same audience. Firms that need to move fast with clients and partners can do so without treating every external link as a risk they can't manage.