Meeting Ownership and Access in Sana
Understanding Key Concepts:
Meeting organizer: A concept from the calendar event (the person who created the meeting).
Meeting owner in Sana: A concept in Sana. Owners can manage access and delete meetings.
Participant ownership settings: Define which users get access to the meeting asset in Sana.
Recap settings: Determine which users receive a meeting summary (based on Sana roles).
How Ownership is Determined:
When a meeting is created in Sana from a calendar event, the organizer is assigned ownership.
If the organizer doesn't have a Sana account, all participating Sana users become owners.
This ensures every meeting has an owner to manage access and deletion.
Note: Partners with strict access policies should ensure the organizer has an active Sana account to avoid unintended ownership distribution.
Access Control:
Owners control access to meeting content.
Workspace-level participant ownership settings define defaults but can be overridden by owners per meeting.
Notetaker Behavior and Configuration
Joining Logic:
The notetaker does not require all participants to accept the invite to join a meeting.
It can join based on settings like "Join when invited" or "Join all meetings".
The notetaker requires a conference link (Zoom, Meet, etc.) in the calendar invite to join.
The link should be added before the meeting starts—preferably during event creation—as the system checks for the link at the scheduled time.
Zoom-Specific Note:
Zoom requires the meeting owner to admit the notetaker.
If the owner is absent or does not grant permission, the notetaker waits a few minutes and then leaves (timeout behavior ~20 minutes).
The notetaker cannot record without explicit Zoom permission.
Workspace and Email Settings:
All users should be signed in to Sana using their company domain email (e.g., @acme.com).
Issues often arise from using personal or incorrect workspace domains.
For clean configuration, disconnect and reconnect the notetaker via the Integrations tab in your Sana settings.
Set joining alternatives
You can set the default behavior of when the notetaker should automatically join meetings. While having an automatic setting, you can also invite and disinvite Sana from specific meetings.
Owners can configure both default behavior in the workspace and available alternatives for users.
Users can select between available options.
Setting | Behavior |
Join all meetings | Joins all meetings. |
Join all accepted meetings | Joins the meetings the user has accepted in their calendar. |
Join meetings I organize | Joins the meetings where the user is the organizer of the calendar event. |
Join internal meetings | Joins all meetings where there is no external participants. |
Join external meetings | Joins all meetings where there is at least one external participants. |
Joins when invited | Does not join any meeting by default. |
Set recording behavior
Control how the meeting notetaker handles recording when joining meetings. Owners can configure this setting under Workspace settings -> Meetings. If set to off, any meeting participant need too start the notetaker with the command Sana agents: resume in the meeting chat.
Set custom vocabulary
Set up specific vocabulary terms that the meeting notetaker should recognize when it generates the transcript.
Meeting Summary Distribution
Recap Settings Explained:
Setting | Who Receives Summaries |
Send to All | Everyone who participated in the meeting, regardless of whether they are part of the workspace or not |
Send to All Team Members | All team members in the current workspace where the user connected their calendar from |
Send to Owners | Only the meeting owners in Sana |
Detailed Scenarios for "Send to Owners":
You’re the only user with a Sana account → Only you receive the recap.
You are the organizer and have a Sana account → Only you receive the recap.
You are not the organizer, and the organizer has a Sana account → Only the organizer receives the recap.
You are not the organizer, and the organizer does not have a Sana account → All participating Sana users become owners and receive the recap.
Conflicts Between Settings:
When multiple participants from the same workspace join with different recap settings, Sana applies the broadest setting:
If anyone selected "Send to All", this takes precedence.
If no one selected "All", but someone selected "Team Members", that setting applies.
Only if all selected "Send to Owners" will the recap be restricted to owners.
Workspace Recap Settings:
Workspace owners can enforce recap settings at the organizational level, overriding personal preferences.
This helps standardize privacy and access policies across all meetings.
Privacy & Security Tips:
Use "Send to Owners" for sensitive meetings.
Always verify the meeting organizer has a Sana account to prevent unintended data distribution.
Consider disabling the notetaker in highly confidential calls (see below).
Disabling the Notetaker for Specific Meetings
Ways to Disable the Notetaker:
Remove it from the calendar invite before the meeting.
In the meeting chat (e.g., Zoom), type: Sana Agents: Leave to remove it live.
From the Sana dashboard, navigate to "Meetings" or "AI Notetaker" and click "Remove Notetaker" on the event.
These actions stop the agent from recording or summarizing that session.
Enhancing Recap Detail
Improving Granularity:
After the meeting, users can interact with the meeting chat in Sana:
Ask the notetaker: “Can you provide more detail on the next steps?”
Or: “What challenges were discussed in detail?”
Users can also create tasks during the meeting that instruct the notetaker to generate detailed follow-ups or summaries.
Best Practice: Use a task like: "Create a granular outline of all action items discussed." This can improve recap clarity significantly.
Common Questions
Q: How do I control the Notetaker in meetings?
You can use commands in the chat in your meetings, details in Notetaker Commands.
Q: How can I set it so that the summary only sends to me?
Choose "Send to Owners" in your recap settings. But note:
If you’re the only owner, only you receive it.
If the organizer lacks a Sana account, all Sana users in the meeting become owners and will receive the recap.
If any participant uses a broader setting, that setting will override yours.
Q: What happens when the notetaker joins a meeting where the organizer does not have an activated Sana account?
All participating Sana users automatically become owners.
Recaps are sent to all of them regardless of individual recap preferences.
Q: Why did everyone get a recap even when I set it to "Owners Only"?
Possible reasons:
The meeting organizer had no Sana account.
Another participant used "Send to All."
Workspace settings enforced broader distribution.
Important: One Workspace per User
To avoid having multiple Notetakers join the same meeting, ensure that each user is only connected to one Sana workspace.
Notetakers are unique to each workspace. If you connect your user account to multiple workspaces (for example, via multiple calendar or platform integrations), each workspace’s Notetaker will attempt to join any meeting you attend. So, if you have 3 workspaces connected, you could see 3 different Notetakers join your meeting at the same time.
Best Practice:
Only connect your account to the Sana workspace most relevant to your work and meetings.
If you are part of multiple organizations, coordinate internally to decide which single workspace should be connected for Notetaker purposes.
This will prevent overlapping Notetakers, ensure clarity for meeting participants, and simplify your meeting summary management.