Privacy Rules
Privacy Rules
Privacy rules allow you to control who has automatic access to your meetings and calls based on specific conditions. These rules only affect automatic access permissions and do not block explicit manual invitations.
What are Privacy Rules?
Privacy rules are configurable conditions that determine when a meeting or call should be private. When a rule is applied, only direct participants will have access to the content, and team members will not receive automatic access under any circumstances.
By default, users on the same team share automatic access to their colleagues' meetings (past and future). Privacy rules and manual privacy marking are the only exceptions to this team-based propagation. See Teams and Users — Automatic Access for full details.
Important
⚠️ These rules only apply to automatic access permissions. They do not block or affect explicit manual invitations that you may send to other people or teams.
Independent Configuration for Meetings and Calls
Privacy rules are configured separately for meetings (video calls) and phone calls:
- Meetings: Configure them from Settings > Meeting Settings > Privacy Rules
- Calls: Configure them from Settings > Call Settings > Privacy Rules
Each type has its own set of rules, allowing you to apply different policies depending on the type of interaction.
Available Rule Types
1. External Participant
When it applies: When a meeting or call includes participants from domains that are not on your internal domain list.
Configuration:
- Define the domains you consider "internal" (e.g.,
salescaling.com) - If someone from another domain participates, the meeting will be private
Example:
- Internal domains:
salescaling.com,branch.com - If someone from
client.comparticipates → The meeting will be private - Only participants from
salescaling.comorbranch.com→ Normal team access
2. Specific Person
When it applies: When a meeting or call includes one or more specific people you have configured in the rule.
Configuration:
- Select specific people from your contact and user database
- You can search by name or email
- Displays icons to distinguish between internal users and external contacts
Example:
- You have configured "John Doe" as a specific person
- Any meeting with John Doe → Will be private
- Useful for protecting meetings with VIP clients or sensitive contacts
3. Keyword in Title
When it applies: When the title of the meeting or call contains specific keywords.
Configuration:
- Define the keywords to detect
- Choose the matching mode:
- Contains: The keyword appears anywhere in the title
- Exact match: The title must be exactly the same as the keyword
- Regular expression: Use complex search patterns
Example:
- Keyword: "Confidential"
- Title: "Confidential Meeting with Client" → Will be private
- Title: "Regular Meeting" → Normal access
4. Activity Type
When it applies: When a meeting or call is associated with specific activity types you have configured.
Configuration:
- Select activity types from the available list
- Important: In meeting settings, you will only see meeting (video call) activity types
- In call settings, you will only see call (phone call) activity types
- You can select multiple activity types
Example:
- You have configured "Sensitive Negotiation" as an activity type
- Any meeting with this activity type → Will be private
- Useful for protecting specific categories of interactions
How to Create and Manage Rules
Create a New Rule
- Go to Settings > Meeting Settings or Settings > Call Settings
- Scroll to the Privacy Rules section
- Click Add Rule
- Select the rule type
- Configure the specific parameters based on the chosen type
- Enable or disable the rule as needed
- Save the rule
Enable or Disable Rules
You can enable or disable any rule without deleting it using the status switch. Disabled rules are not applied, but you can reactivate them at any time.
Edit a Rule
- In the privacy rules table, click the edit icon (pencil)
- Modify the parameters as needed
- Save the changes
Delete a Rule
- In the privacy rules table, click the delete icon (trash can)
- Confirm the deletion
Viewing Rules
The rules table shows:
- Type: The rule type (External Participant, Specific Person, etc.)
- Parameters: The configured values in summary form
- Status: Whether the rule is active or inactive
- Actions: Edit or delete the rule
Usage Examples
Case 1: Protecting Meetings with External Clients
Objective: Make all meetings that include participants external to your organization private.
Solution: Create an "External Participant" type rule and add your internal domains (e.g., salescaling.com). Any meeting with someone outside these domains will be private.
Case 2: Confidential Meetings by Title
Objective: Automatically mark meetings with specific titles as private.
Solution: Create a "Keyword in Title" type rule and add words like "Confidential", "Private", "Internal", etc.
Case 3: Protecting Specific Activity Types
Objective: Make all negotiation or sales closing meetings private.
Solution: Create an "Activity Type" type rule and select the relevant activity types (e.g., "Negotiation", "Sales Closing").
Manual Privacy
In addition to automatic rules, you can manually mark meetings and calls as private at any time.
Who can mark a meeting as private?
- Owners: Can mark any meeting or call as private
- Admins: Can only mark meetings or calls in which they have participated as private
How to mark a meeting as private
There are two ways to mark a meeting or call as private:
From the meeting/call list
- Locate the meeting or call in the list
- Click the three-dot menu (⋮)
- Select "Mark as Private" or "Mark as Public"
From the individual meeting/call view
- Open the meeting or call
- Click the three-dot menu (⋮) in the top right corner
- Select "Mark as Private" or "Mark as Public"
Visual Indicator
Private meetings and calls display a lock icon (🔒) for easy identification:
- In the list: Next to the meeting title
- In the individual view: "Private" badge in the header
Difference between automatic and manual privacy
| Aspect | Automatic Privacy (Rules) | Manual Privacy |
|---|---|---|
| When it applies | Upon meeting creation/processing | At any time |
| Who can apply it | Automatic system | Admins and Owners |
| Persistence | Evaluated at creation time | Persists regardless of rules |
| Can it be reverted | Yes, by manually marking as public | Yes, by manually marking as public |
Important Behavior
- Manual status has priority: If you manually mark a meeting as private, it will remain private even if it does not meet any privacy rules.
- You can unmark meetings made private by rules: If a meeting was marked as private automatically by a rule, you can manually unmark it as public.
- Status persists: Once marked manually, the privacy status does not change even if privacy rules are modified.
- Access is automatically removed: When marking a meeting as private, all access for users who are not participants or owners is automatically removed.
- Private meetings cannot be shared: The "Share" button is disabled for private meetings. Only participants and owners have access.
- Access is not automatically restored: When unmarking a meeting as private, users who lost access DO NOT automatically regain it. You must invite them manually if you want them to have access again.
Important Notes
- Rules are evaluated automatically when a meeting or call is processed
- Multiple rules can be applied simultaneously
- If at least one active rule is met, the meeting or call will be private
- Rules do not affect explicit manual invitations
- Administrators can manage these settings from Settings
- Manual privacy status has priority over automatic rules
Meeting and Call Access Tester
The Access Tester is a diagnostic tool that allows administrators to verify if a specific user has access to a meeting or call, and understand exactly why they do or do not have access.
Where to find the Access Tester?
The tester is available in two locations:
- For Meetings (Video Calls): Settings > Meeting Settings (at the bottom of the page)
- For Phone Calls: Settings > Call Settings > General (at the bottom of the tab)
Who can use the Access Tester?
This tool is available only to users with an Admin or Owner role.
How to use the Access Tester
-
Select a meeting or call
- Use the search selector to find the meeting or call you want to verify
- You can search by name
- The selector automatically filters by type (video calls in Meeting Settings, phone calls in Call Settings)
-
Select a user
- Use the search selector to find the user you want to verify
- You can search by name or email
- The selector shows all users in your organization
-
Run the test
- Click the "Test Access" button
- The system will analyze the permissions and show the result
Information provided by the Tester
The tester shows detailed information about the user's access:
Main Result
- Has Access / No Access: Clearly indicates whether the user has access or not
- Main Reason: Explains the primary reason for the result (e.g., "User is an owner of the meeting", "Meeting is private and user is not a participant")
Access Details
The tester shows the status of multiple factors that influence access:
- Meeting is private: Indicates if the meeting is marked as private
- Is participant: Indicates if the user is a direct participant of the meeting/call
- Is owner: Indicates if the user is an owner of the meeting/call
- Is blocked: Indicates if the user is explicitly blocked
- Has direct viewer access: Indicates if the user has direct viewing permission (
can_view) - Has team access: Indicates if the user has access through their team
Tester Use Cases
1. Verify why a user cannot see a meeting
Situation: A user reports that they cannot see a specific meeting.
Solution:
- Use the tester to verify the user's access
- Review the provided reason (e.g., "Meeting is private and user is not a participant")
- Take action as appropriate (unmark as private, add as participant, etc.)
2. Audit permissions before sharing sensitive content
Situation: You want to ensure that only certain people have access to a confidential meeting.
Solution:
- Mark the meeting as private
- Use the tester to verify that specific users DO NOT have access
- Confirm that only participants and owners can access
3. Diagnose team configuration issues
Situation: You suspect that privacy rules or team settings are not working correctly.
Solution:
- Use the tester with different users and meetings
- Compare expected vs. actual results
- Identify patterns and adjust settings as needed
Interpretation of Results
✅ Access Granted - Possible Reasons
- "User is an owner of the meeting": The user is an owner of the meeting
- "User has 'can_view' relation to the meeting": The user has direct viewing permission
- "User has team access to the meeting": The user has access through their team
❌ Access Denied - Possible Reasons
- "User is blocked from the meeting": The user is explicitly blocked
- "Meeting is private and user is not a participant": The meeting is private and the user is not a participant
- "No direct access relation found": The user has no access relationship with the meeting
Important Notes
- The tester does not modify permissions, it only queries and displays them
- Results reflect the current state of permissions in real-time
- The tester respects all configured privacy rules and permissions
- You can use the tester as many times as you need without affecting the system
Privacy and Security
- Only Admins and Owners can use this tool
- Using the tester does not generate notifications to the verified users
- Results are visible only to the person running the test
- This tool is useful for security and compliance audits
Frequently Asked Questions
Do rules affect existing meetings or calls?
No, rules only apply to new meetings and calls processed after the rule is configured.
Can I have different rules for meetings and calls?
Yes, rules are configured independently. You can have completely different rules for meetings and calls.
What happens if a meeting meets multiple rules?
If a meeting meets any active rule, it will be private. It does not need to meet all rules.
Do rules completely block access?
No, rules only affect automatic permissions. If you send an explicit manual invitation to someone, that person will have access regardless of the rules.
Can I mark a meeting as private manually?
Yes, Admins and Owners can mark meetings as private at any time. Admins can only mark meetings in which they have participated as private.
What happens if I mark a meeting as private that already meets a privacy rule?
Manual status has priority. The meeting will remain private regardless of whether it meets automatic rules or not.
Can I unmark a meeting as private that was marked by a rule?
Yes, you can manually unmark a meeting as public that was marked as private automatically by a rule. Manual status has priority.
How do I know if a meeting is private?
Private meetings display a lock icon (🔒) next to the title in the list and a "Private" badge in the individual view.
What happens to users who already had access?
When you mark a meeting as private, all access for users who are not the following is automatically removed:
- Meeting participants
- Organization owners
This means that users who had access as "viewers" (e.g., team members and other invited users) will lose access immediately.
Can I share a private meeting?
No. The "Share" button is disabled for private meetings. Only direct participants and owners have access to private meetings.
How can I verify if a user has access to a specific meeting?
Use the Access Tester available in Meeting Settings or Call Settings. This tool allows you to select a meeting and a user, and it will show you if they have access and why. Only available to Admins and Owners.
Does the Access Tester modify permissions?
No, the tester is a read-only tool. It only queries and displays current permissions without modifying them.
Do users receive notifications when I use the Access Tester?
No, using the tester is completely transparent to users. It does not generate any notification or log visible to them.
Need help? Contact support at support@salescaling.com