If your automation has gone quiet, your API calls return nothing for recordings you can see in the app, or your AI assistant can't find calls you know exist, there's one setting that explains most of these cases: Global Search on the folder.
It's easy to miss because nothing appears broken. The recordings are there. The webhook is registered. The API key works. And yet nothing comes out.
The rule
Claap only exposes recordings that workspace members can find through global search. That single condition governs three different things at once:
Surface | What happens when a recording isn't searchable |
Webhooks |
|
API | The recording isn't returned by endpoints that list or retrieve recordings |
MCP | Your AI assistant's searches return nothing for that recording |
The same goes for private recordings: they never trigger webhooks and aren't exposed to the API or the MCP.
This is deliberate. These surfaces are designed not to expose anything that isn't already discoverable inside the workspace.
Where the setting lives
Global Search is set on the folder, not on individual recordings, and recordings inherit it from the folder they sit in.
That inheritance is what makes the symptom confusing. Move a recording into a folder with Global Search off, and it stops being exposed, even though nothing about the recording itself changed.
To check or change it:
Open the folder
Go to its Share settings
Set Global Search to Yes
Diagnosing it
Work through this in order.
Is it happening to some recordings or all of them?
If some events arrive and others don't, look at what the affected recordings have in common. If they all sit in the same folder, you've found it. This is the most common shape of the problem: one team's folder has Global Search off, so that team's calls silently stop flowing while everyone else's keep working.
Can a colleague find the recording using global search in the app?
Ask someone else in the workspace to search for it by title. If they can't find it, neither can your webhook, your API call or your AI assistant. This is the fastest test, and it takes ten seconds.
Is the recording private?
A private recording is never exposed, whatever the folder says.
Has the folder changed recently?
Recordings moved into a different folder inherit that folder's setting. An automation that auto-adds meetings to a folder will do the same thing at scale.
Is the webhook itself working at all?
If you've confirmed the recordings are searchable and still get nothing, test the webhook directly. Open Settings > API & Webhooks > Webhooks, click the … menu next to your webhook, and choose Send test event. If the test arrives, your endpoint is fine and the problem is upstream. If it doesn't, check that your endpoint returns HTTP 200 within five seconds.
After you turn Global Search on
New recordings landing in that folder will be exposed normally from that point.
If they don't, you'll need to backfill your destination system another way, through the API, or by exporting the data you're missing.
A note on folder settings generally
Two folder-level settings produce surprising results in opposite directions, and it's worth knowing both.
Global Search off hides recordings from search, and therefore from webhooks, the API and the MCP. Things you expect to be exposed aren't.
An active public link on the folder makes everything inside it reachable by anyone with that link, independently of each recording's own sharing setting. Things you expect to be private aren't.
Both are set on the folder and inherited by its contents. When something surprising happens with visibility, the folder is where to look first.