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 applies, only direct participants will have access to the content, and team members will not receive automatic access.
Important
⚠️ These rules only apply to automatic access permissions. They do not block or affect explicit manual invitations you may send to other people or teams.
Separate 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.
Types of Rules Available
1. External Participant
When it applies: When a meeting or call includes participants from domains that are not on your list of internal domains.
Configuration:
Define the domains you consider "internal" (for example,
salescaling.com)If someone from another domain participates, the meeting will be private
Example:
Internal domains:
salescaling.com,sucursal.comIf someone from
cliente.comparticipates → The meeting will be privateOnly participants from
salescaling.comorsucursal.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 the specific people from your contacts and users
You can search by name or email
Shows icons to distinguish between internal users and external contacts
Example:
You have configured "Juan Pérez" as a specific person
Any meeting with Juan Pérez → Will be private
Useful to protect meetings with VIP clients or sensitive contacts
3. Keyword in the Title
When it applies: When the meeting or call title 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 equal to 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 that you have configured.
Configuration:
Select the 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 to protect specific categories of interactions
How to Create and Manage Rules
Create a New Rule
Access Settings > Meeting Settings or Settings > Call Settings
Scroll to the Privacy Rules
Click Add Rule (Add Rule)
Select the rule type
Configure the specific parameters according to 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 do not apply, but you can reactivate them at any time.
Edit a Rule
In the privacy rules table, click the edit icon (pencil)
Modify the parameters you need
Save the changes
Delete a Rule
In the privacy rules table, click the delete icon (trash)
Confirm the deletion
Rules Display
The rules table shows:
Type: The rule type (External Participant, Specific Person, etc.)
Parameters: The configured values summarized
Status: Whether the rule is active or inactive
Actions: Edit or delete the rule
Usage Examples
Case 1: Protect Meetings with External Clients
Objective: Make private all meetings that include participants external to your organization.
Solution: Create an "External Participant" rule type 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 as private the meetings with specific titles.
Solution: Create a "Keyword in the Title" rule type and add words like "Confidential", "Private", "Internal", etc.
Case 3: Protect Specific Activity Types
Objective: Make private all negotiation or sales closing meetings.
Solution: Create an "Activity Type" rule and select the relevant activity types (e.g.: "Negotiation", "Sales Closing").
Manual Privacy
In addition to automatic rules, you can mark meetings and calls as private manually at any time.
Who can mark a meeting as private?
Owners: Can mark any meeting or call as private
Admins: Can only mark as private the meetings or calls they have participated in
How to mark a meeting as private
There are two ways to mark a meeting or call as private:
From the meetings/calls 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 upper right corner
Select "Mark as Private" or "Mark as Public"
Visual indicator
Private meetings and calls show a lock icon (🔒) to identify them easily:
In the list: Next to the meeting title
In the individual view: "Private" badge in the header
Difference between automatic and manual privacy
When it applies
When created/processed
At any time
Who can apply it
Automatic system
Admins and Owners
Persistence
Evaluated at creation time
Persists regardless of the rules
Can be reverted
Yes, by marking it manually as public
Yes, by marking it manually as public
Important behavior
Manual state has priority: If you mark a meeting as private manually, it will remain private even if it does not meet any privacy rule.
You can unmark meetings private due to rules: If a meeting was marked as private automatically by a rule, you can manually unmark it as public.
The state persists: Once manually marked, the privacy state does not change even if the privacy rules are modified.
Accesses are removed automatically: When marking a meeting as private, all accesses of users who are not participants or owners are automatically removed.
Private meetings cannot be shared: The "Share" button is disabled for private meetings. Only participants and owners have access.
Accesses are not restored automatically: When unmarking a meeting as private, users who lost access do NOT automatically regain it. You will need to invite them manually if you want them to regain access.
Important Notes
Rules are evaluated automatically when a meeting or call is processed
Multiple rules can apply 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 state has priority over automatic rules
Meeting and Call Access Tester
The Access Tester is a diagnostic tool that allows administrators to verify whether a specific user has access to a meeting or call, and to 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 the role of Admin or Owner.
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 filters automatically 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"
The system will analyze the permissions and display 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 main 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 whether the meeting is marked as private
Is participant: Indicates whether the user is a direct participant of the meeting/call
Is owner: Indicates whether the user is an owner of the meeting/call
Is blocked: Indicates whether the user is explicitly blocked
Has direct viewer access: Indicates whether the user has direct view permission (
can_view)Has team access: Indicates whether 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 configuration are not working correctly.
Solution:
Use the tester with different users and meetings
Compare expected vs actual results
Identify patterns and adjust configuration as needed
Interpreting 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 view 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 relation 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 already existing meetings or calls?
No, rules only apply to new meetings and calls processed after configuring the rule.
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 as private those meetings they have participated in.
What happens if I mark as private a meeting that already meets a privacy rule?
The manual state has priority. The meeting will remain private regardless of whether it meets the automatic rules or not.
Can I unmark as private a meeting that was marked by a rule?
Yes, you can manually unmark as public a meeting that was automatically marked as private by a rule. The manual state has priority.
How do I know if a meeting is private?
Private meetings show 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 accesses of users who are not:
Meeting participants
Organization owners
This means that users who had access as "viewers" (for example, 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 check 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 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 visible log for them.
Need help? Contact support at [email protected]
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