Gong’s call library splits into two sections: Your folders and Folders shared with you, according to Gong.
How to structure a shared call library for coaching
The call library interface divides content into distinct areas to manage access. The "Your folders" section holds the folders and streams you create, according to Gong. Your own coaching materials live in this primary workspace for organization. The second section, "Folders shared with you," displays folders that other team members have shared with you, according to Gong. Shared folders appear automatically in this view, requiring no manual import steps.
Content you control stays separate from content others provide in this two-part structure. Your folders contain the specific streams and directories you build for your team. Folders shared with you aggregates external contributions from colleagues. The automatic appearance of shared folders in the second section ensures you see new shared materials as they are distributed. You do not need to search for these shared items in a separate directory. They populate the "Folders shared with you" area directly, according to Gong.
Use the "Your folders" section to build your primary coaching library. Create specific folders for different coaching topics or rep groups here. Monitor the "Folders shared with you" section to see what teammates contribute. Your personal organization remains distinct from shared team resources in this layout. Check both sections regularly to ensure you have access to all necessary call clips.
Key takeaways for how to organize shared sales call recordings for coaching
- Gong advises setting up an automated stream once to let it gather calls for you, as described in About the call library.
- Use a Gong stream when you want continuous, automatic coverage of a specific topic, team, or deal type, according to Gong.
- Content in one Gong workspace's library is not visible from another, even for team members who have access to both workspaces, according to Gong.
- When a HubSpot playlist or folder is shared with other users, those users can add recordings to the playlist that were shared, according to HubSpot.
Before breaking permissions inheritance in SharePoint, check whether the list, library, or folder contains more than 100,000 items, which blocks that change.
Setting up automated streams and manual folders
When building a coaching library, decide which calls need continuous tracking and which require manual curation. For topics, teams, or deal types that generate frequent activity, use a stream when you want continuous, automatic coverage of a specific topic, team, or deal type, according to Gong. This approach removes the need to manually file every call from these categories. Once configured, the system handles the collection process. As described in the "About the call library" documentation, set it up once, and wait for it to gather the calls for you, according to Gong. Relevant calls appear in the library automatically, removing the need for daily manual effort from managers.
Manual folders serve a different purpose. Use them when you need to curate specific clips for individual coaching sessions or when the topic is too niche for a broad stream. While streams provide broad, automatic netting of calls, manual folders allow you to select precise moments for review. You can create folders for specific scenarios, such as "Objection Handling" or "Discovery Best Practices," and move selected clips there. This method supports targeted feedback during 1:1 meetings.
To implement this structure, start by identifying your most common coaching themes. For each theme with high volume, create a stream to capture all relevant calls automatically. For themes with lower volume or high specificity, create manual folders and move clips there as needed. Balancing automation with curation defines this hybrid approach.
Action Step: Identify two high-volume coaching topics and set up streams for them today. Then, create one manual folder for a specific, low-volume topic and move three recent clips into it to test the workflow.
Managing workspace visibility and playlist sharing
Workspace isolation is a critical control when your team operates across different business units or client segments. Gong states that if your company uses multiple workspaces, each one has its own company library Gong. This separation prevents accidental cross-contamination of coaching materials between distinct organizational groups. Gong further clarifies that content in one workspace's library is not visible from another, even for team members who have access to both workspaces Gong. For managers, this means that a rep who belongs to two different workspace groups will see two separate call libraries. You must verify which workspace a specific call was recorded in before attempting to share it in a coaching session. If a rep cannot find a call in their primary library, check whether the call originated in a secondary workspace where they also have access rights.
Playlist sharing offers a way to collaborate on coaching recordings. HubSpot explains that when a playlist or folder is shared with other users, those users can add recordings to the playlist that were shared HubSpot. This allows your top performers or senior managers to contribute high-quality example calls to a shared coaching playlist without you having to manually upload every file. To access these shared collections, HubSpot instructs users to go to the Coaching Playlists page and click Recordings on the top right HubSpot. This navigation path ensures you are viewing the specific recordings available for coaching rather than the general call archive.
When setting up your coaching workflow, distinguish between the isolated nature of Gong workspaces and the collaborative nature of HubSpot playlists. Gong keeps each workspace's library separate, even for team members with access to multiple workspaces. HubSpot lets users share a playlist or folder so recipients can add recordings to the shared collection. If your organization uses Gong, confirm that all reps involved in a specific coaching track are assigned to the same workspace to ensure they see the same library. If you use HubSpot, designate specific managers who are authorized to add recordings to the shared coaching playlists. This division of labor ensures that the library remains curated and relevant for your 1:1 sessions.
A filled reference table for storage and list limits
The following table details the storage and list rules documented by Microsoft for SharePoint and related services.
| Publisher | Limit or Rule | Source Context |
|---|---|---|
| Microsoft | Microsoft Teams Essentials provides each user with 10-GB storage | According to Microsoft |
| Microsoft | If a plan includes a base storage of 1 TB and you have 100 users, your storage would be 2 TB | According to Microsoft |
| Microsoft | You can't break permissions inheritance when a list, library, or folder contains more than 100,000 items | According to Microsoft |
| Microsoft | Visio Plan 2 and Project Plan 3/5 rely on SharePoint for backend file storage and collaboration | According to Microsoft |
| Microsoft | Additional restrictions exist for viewing large lists in Office 365 | According to Microsoft |
Check the item count before breaking permissions inheritance in a SharePoint list, library, or folder; that change is blocked above 100,000 items.
Handling large libraries and deletion notifications
When a list, library, or folder contains more than 100,000 items, you can't break permissions inheritance on the list, library, or folder, according to Microsoft. This restriction applies specifically to the SharePoint limits described in the Microsoft Learn service documentation. To learn more about other restrictions for viewing large lists, see Manage large lists and libraries in Office 365, as noted in the same Microsoft source.
If your coaching call library uses SharePoint, check its item count before planning to break permissions inheritance. SharePoint blocks breaking permissions inheritance when a list, library, or folder contains more than 100,000 items. You should audit your current folder sizes regularly. If a single folder holds a high volume of recordings, consider splitting it into smaller sub-libraries before the count exceeds the limit.
For storage management on other platforms, Dropbox provides a safety net before data loss occurs. Before any files are deleted, you’ll receive email notifications with information about your options, according to Dropbox. This notification process is part of the guidance for exceeding storage space on Dropbox Basic. You should monitor these emails closely if your team stores large video files in Dropbox. The notification gives you a window to free up space or move files to another location before the system removes them.
To keep your coaching clips accessible and your permissions intact, take these steps:
- Check the item count of your primary call library folders.
- For SharePoint, consider smaller collections for organization, while checking each list, library, or folder against the inheritance restriction above 100,000 items.
- Monitor your Dropbox email for deletion notices if you store clips there.
- Review the Microsoft documentation on managing large lists to understand other viewing restrictions.
Retrieving files from chat and shared channels
Locating specific call clips for coaching requires knowing where your team stores files and how to filter them. Slack provides a central location for reviewing shared content. According to Slack, open the Files & links tab in any channel or DM to view all of the files shared in a conversation. This tab shows files shared in the channel or DM conversation, allowing you to scan for relevant call recordings without scrolling through the entire message history.
Access permissions determine which channels you can search. According to Slack, you can browse files added to any public channels, plus the private channels and direct messages (DMs) you're a part of. Your ability to retrieve files is tied to your membership status in those specific spaces. If a rep shares a call clip in a private channel where you are not a member, that file will not appear in your accessible file list. Verify your membership in the relevant coaching channels before assuming you can access their file history.
When files are removed, you can still locate them within the trash if they have not been permanently deleted. According to Dropbox, you can use the available filters to find specific deleted files or folders. Use the available filters in the trash to help locate a specific deleted recording. Use these filters to confirm whether a missing clip is in the trash before assuming it is lost.
By using these built-in tools, you can quickly find the exact clips needed for your 1:1 sessions. Keep your channel memberships current and use filters when searching the trash to maintain an efficient workflow.
Related guides
FAQ: How to organize shared sales call recordings for coaching
Can reps add recordings to a shared coaching playlist?
Yes, HubSpot states that when a playlist or folder is shared with other users, those users can add recordings to the playlist that were shared, according to HubSpot. This rule applies specifically to the shared playlist or folder context described in that source.
Are calls in one workspace visible in another?
No, Gong clarifies that content in one workspace's library is not visible from another, even for team members who have access to both workspaces, according to Gong. This isolation rule holds regardless of individual access permissions across multiple workspaces.
What happens if a shared folder exceeds 100,000 items?
Microsoft notes that when a list, library, or folder contains more than 100,000 items, you can't break permissions inheritance on the list, library, or folder, according to Microsoft. This restriction prevents breaking permissions inheritance in SharePoint lists, libraries, or folders containing more than 100,000 items.
How do I find specific deleted files in the trash?
Dropbox explains that you can use the available filters to find specific deleted files or folders, according to Dropbox. Applying these filters helps locate particular items within the deleted content.
Can I download files from private channels to my desktop?
This access extends to the specific channels and direct messages where you are a member.