Sharing Beam Notes

This article explains what to do if a team member is unavailable (for example due to illness) and a manager or project lead needs access to their Beam Notes for continuity of work.

Overview

Beam Notes is designed with strong data ownership and privacy controls. While this means notes cannot be freely transferred or shared between users, there are supported pathways for managers to gain access when this is operationally necessary.

This article outlines:

• What is and isn’t possible
• What managers need to do
• How the Beam Support team can help

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What Is Not Currently Supported

Beam Notes does not currently support:

• Transferring ownership of Beam Notes between users
• Multiple owners on a single Beam Note
• Sharing Beam Note URLs between users who are not managers
• Direct peer-to-peer access to another user’s notes

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Option 1: Manager Read-Only Access (Preferred Approach)

If you are a line manager and need access to a team member’s notes:

What’s possible

• We can grant read-only access to Beam Notes
• This applies only to managers who already have manager-level visibility on Beam Notes over the relevant team (i.e Manager Analytics)
• Access is read-only and does not change ownership of the note

What’s required

• The URL(s) of the Beam Notes:
  • Ideally shared directly by the individual before they are off, or
  • Requested via Beam Support if the individual is unavailable
• Internal confirmation may be required with the relevant Customer Success Manager at Beam before access is granted

How to request this

Please contact [e-mail] with:

• The name and email address of the individual whose notes are required
• Confirmation that you are their manager
• The date range of notes you need access to
• Any relevant Beam Note URLs (if available)

It is important to note that retention periods still apply when sharing Beam Notes, this means that the notes will expire within the original owner retention period. 

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Option 2: Secure PDF Sharing (Non-Manager Requests)

If you are not the individual’s manager but there is still a legitimate need to access information from their notes:

• In some cases, we may be able to export summaries as PDFs
• These would be shared using secure, encrypted, password-protected delivery
• This is assessed on a case-by-case basis and may require additional approvals

Please note: this option is typically used as a fallback where manager access is not appropriate or possible.

What Beam Support Will Do

Once a request is received, the Beam Support team will:

1. Review the request and confirm eligibility
2. Validate managerial access and internal approvals if required
3. Provide read-only access or securely shared PDFs, depending on the scenario
4. Keep a clear audit trail of what has been shared and with whom

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If you have any questions or would like to discuss your specific situation, please contact [e-mail] and the team will be happy to help.