Sharing a Session
Share a single session with a link and control exactly who can open it.
Any session you own can be shared with a single link. There is no need to add anyone to a project or an organization. You decide who can open the link, whether they need a password, and when access should expire, all from one share dialog in the Studio.
How session sharing works
When you turn on sharing for a session, Kalima creates a unique share link to that one session. Anyone you allow can open the link in a browser and read the transcript, including people who do not have a Kalima account, if you choose to let them in.
Two things decide who actually gets in:
- Grants are access rules attached to the link that say who is allowed (anyone with the link, any signed-in user, specific people, or a whole organization or team).
- Link protections are an optional password viewers must enter and an optional expiry date and time after which the link stops working.
Sharing applies to one session at a time. To share a set of sessions and collaborate on settings, use a project instead. To let people watch a transcript appear live as you speak, see Live Viewer Mode.
Turning on sharing
When you first enable sharing, the link defaults to signed-in users. Anyone with a Kalima account who has the link can open it, but a logged-out visitor cannot. This is a safe starting point: nothing is public until you add a public grant. From there, adjust the grants to make the link wider (public) or narrower (specific people, an org, or a team).
Only the session owner can enable or disable sharing, set a password or expiry, manage grants, or invite viewers by email. People you share with always have read-only access.
Choosing who can open the link
You control access by adding grants to the link. You can combine them, and each grant can have its own optional expiry. There are five grant types.
| Grant type | Who gets in | Sign-in needed? |
|---|---|---|
| Public | Anyone who has the link | No |
| Signed-in users | Any signed-in Kalima user with the link | Yes |
| Specific person | One person you name by email | Yes |
| Organization | All active members of an organization | Yes |
| Team | All members of a team | Yes |
To add a grant, enable sharing and pick the type in the share dialog's access list. Remove a grant to revoke that scope of access at once.
Add a public grant. Now anyone who has the URL can open the session without a Kalima account. Best for webinar recaps, public talks, or anything you are comfortable making openly readable. Pair it with a password or expiry if you want the link to be open but still controlled.
Combining grants
You can mix grant types on the same link. One useful pattern: if you add a signed-in users grant alongside specific person, organization, or team grants, signing in becomes a prerequisite for everyone, and only your specific, org, or team grants actually decide who gets in. In other words, the signed-in grant raises the bar, and the targeted grants do the gatekeeping.
Inviting people by email
Instead of copying and pasting the link yourself, you can invite someone straight from the share dialog. Enter their email and Kalima sends them a message with your name, the session name, and a direct link to open it.
- If they already have a Kalima account, they get access right away.
- If they do not, the invite waits and activates the moment they register or sign in with that email.
- Emails are sent in the recipient's language when Kalima knows it.
Invited people still have to satisfy the link's password and expiry settings, just like anyone else.
Protecting a sensitive session
For confidential recordings, add a password, an expiry, or both before you send the link.
You can change or remove the password and expiry at any time. Because you are the owner, Kalima shows the current password back to you in the dialog, so you can re-share it without resetting it.
For anything sensitive, prefer a specific-person or org/team grant over a fully public link, and add a password plus an expiry. That way access is limited to the right people, protected by a secret, and automatically times out, with no cleanup required.
Turning sharing off
Disabling a share link takes effect instantly. Anyone currently viewing is disconnected at once and sees a clear "link disabled" screen, with no lag during which they keep reading.
The link's address is preserved, so if you re-enable sharing later, the same URL works again and you do not have to redistribute a new one. To permanently revoke a particular scope of access while leaving the link on, just remove the relevant grant.
What viewers experience
People who open a share link always get a clear, automatic experience rather than a confusing error:
- Logged-out visitors see the shared session directly (when a public grant allows it).
- Signed-in users are taken into a richer Studio view of the shared session.
- If a password is required, they are prompted for it.
- If they need to sign in first, they are told so.
- If something has changed, a friendly access screen explains exactly why, with retry and return-home options.
Access screens a viewer might see
| Message | What it means |
|---|---|
| Sign-in required | The link is limited to signed-in users; the viewer needs to log in. |
| Password required | The link is password-protected; the viewer must enter the password. |
| Link disabled | The owner has turned sharing off. |
| Link expired | The link's (or that grant's) expiry has passed. |
| Session ended | The session is no longer available to view. |
| Access removed | The grant that let this viewer in was removed. |
To protect your links, repeated access and password attempts are gently rate-limited with a short cooldown of a few seconds between tries. If a viewer keeps hitting a "too many requests" notice, they should wait a moment and double-check the password before trying again. To outsiders without access, a disabled or expired link simply reports as not found, so its existence is never leaked.
Limitations to keep in mind
- Only the session owner can manage sharing: enabling or disabling, password, expiry, grants, and email invites.
- People you share with are read-only: they cannot record, edit, or change settings, and they only see the shared session, not your other projects or workspaces.
- Organization and team grants admit only active members of that group.
- A specific-person grant by email takes effect only for the matching signed-in email; a pending email grant resolves automatically once that person signs up.
- The number of simultaneous viewers per session is unlimited.
Frequently asked questions
Not necessarily. If your link has a public grant, anyone with the link can view it without an account. If the link requires sign-in, or is limited to specific people, an organization, or a team, viewers must be signed in (and matched) to get access.
Enable sharing, then add a grant: choose a specific person and enter their email for one person, or an organization or team grant to let in all of that group's active members. Remove the broad grants (like public) so only your chosen grants apply.
Yes. In the share dialog you can set a password viewers must enter and an expiry date and time after which the link stops working. You can change or remove the password and expiry at any time.
Everyone currently viewing is immediately disconnected and sees a "link disabled" screen. The link's address is preserved, so if you re-enable sharing later, the same URL works again.
No. Shared access is strictly read-only. Viewers can read the transcript and play available audio, but cannot record, create sessions, or change settings, and they cannot see your other projects or workspaces.
Either they are not an active member of the granted organization or team, or their account email does not match a specific-person grant. Confirm they are an active member of the granted org or team, or add a specific-person grant with their exact account email.
The link is most likely disabled or its expiry has passed. To protect your links, a disabled or expired link reports as not found to outsiders. Re-enable sharing and extend or clear the expiry, then reshare the link.