# Privacy Rules Privacy rules let you control who gets 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 any explicit manual invitations you may send to other people or teams. *** ## Independent Setup for Meetings and Calls Privacy rules are configured separately for **meetings** (video calls) and **phone calls**: * **Meetings**: Set them up from **Settings > Meeting Settings > Privacy Rules** * **Calls**: Set them up 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 in your internal domains list. **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.com` * If someone from `cliente.com` participates → The meeting will be private * Only participants from `salescaling.com` or `sucursal.com` → Normal team access *** ### 2. Specific Person **When it applies**: When a meeting or call includes one or more specific people that you have configured in the rule. **Configuration**: * Select specific people from your contacts and users base * 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 for protecting meetings with VIP clients or sensitive contacts *** ### 3. Keyword in 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 activity types from the available list * **Important**: In meeting settings you will only see meeting activity types (video calls) * In call settings you will only see call activity types (phone calls) * 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 1. Go to **Settings > Meeting Settings** or **Settings > Call Settings** 2. Scroll to the section **Privacy Rules** 3. Click on **Add Rule** (Add Rule) 4. Select the rule type 5. Configure the specific parameters according to the chosen type 6. Turn the rule on or off as needed 7. 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 1. In the privacy rules table, click the edit icon (pencil) 2. Modify the parameters you need 3. Save changes ### Delete a Rule 1. In the privacy rules table, click the delete icon (trash) 2. Confirm deletion *** ## Rule Display 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: Protect Meetings with External Clients **Objective**: Make all meetings that include participants outside your organization private. **Solution**: Create a rule of type "External Participant" 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 rule of type "Keyword in Title" and add words like "Confidential", "Private", "Internal", etc. *** ### Case 3: Protect Specific Activity Types **Objective**: Make all negotiation or sales-closing meetings private. **Solution**: Create a rule of type "Activity Type" 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 in which they participated ### How to mark a meeting as private There are two ways to mark a meeting or call as private: #### From the meetings/calls list 1. Find the meeting or call in the list 2. Click the three-dot menu (⋮) 3. Select "Mark as Private" or "Mark as Public" #### From the individual meeting/call view 1. Open the meeting or call 2. Click the three-dot menu (⋮) in the top right corner 3. Select "Mark as Private" or "Mark as Public" ### Visual indicator Private meetings and calls show a lock icon (🔒) to make them easy to identify: * 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** | When creating/processing the meeting | 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 manually marking it as public | Yes, by manually marking it as public | ### Important behavior * **Manual status takes priority**: If you manually mark a meeting as private, it will remain private even if it does not meet any privacy rule. * **You can unmark meetings private by rules**: If a meeting was automatically marked as private by a rule, you can manually unmark it as public. * **The status persists**: Once manually marked, the privacy status does not change even if the privacy rules are modified. * **Access is removed automatically**: When a meeting is marked as private, all access from 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 restored automatically**: When you unmark a meeting as private, users who lost access do NOT automatically get it back. 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 status takes precedence 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 understand exactly why they do or do not have access. ### Where can I 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 1. **Select a meeting or call** * Use the search selector to find the meeting or call you want to check * You can search by name * The selector automatically filters by type (video calls in Meeting Settings, phone calls in Call Settings) 2. **Select a user** * Use the search selector to find the user you want to check * You can search by name or email * The selector shows all users in your organization 3. **Run the test** * Click the button **"Test Access"** * 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 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 the owner of the meeting/call * **Is blocked**: Indicates whether the user is explicitly blocked * **Has direct viewer access**: Indicates whether the user has direct viewing permission (`can_view`) * **Has team access**: Indicates whether the user has access through their team ### Tester Use Cases #### 1. Check why a user cannot view a meeting **Situation**: A user reports that they cannot see a specific meeting. **Solution**: 1. Use the tester to verify the user's access 2. Review the reason provided (e.g., "Meeting is private and user is not a participant") 3. 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**: 1. Mark the meeting as private 2. Use the tester to verify that specific users do NOT have access 3. Confirm that only participants and owners can access it #### 3. Diagnose team configuration issues **Situation**: You suspect that the privacy rules or team configuration is not working correctly. **Solution**: 1. Use the tester with different users and meetings 2. Compare expected vs. actual results 3. Identify patterns and adjust the configuration as needed ### Result Interpretation #### ✅ Access Granted - Possible Reasons * **"User is an owner of the meeting"**: The user is the 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 relation to the meeting ### Important Notes * The tester **does not modify permissions**, it only checks and displays them * The results reflect the current permission status 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 * The results are visible only to the person running the test * This tool is useful for security and compliance audits *** ## Frequently Asked Questions ### Do the rules affect meetings or calls that already exist? No, the rules only apply to new meetings and calls processed after the rule is configured. ### Can I have different rules for meetings and calls? Yes, the rules are configured independently. You can have completely different rules for meetings and calls. ### What happens if a meeting matches multiple rules? If a meeting meets any active rule, it will be private. It does not need to meet all rules. ### Do the rules completely block access? No, the rules only affect automatic permissions. If you send someone an explicit manual invitation, 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 in which they participated. ### What happens if I mark a meeting as private that already matches a privacy rule? Manual status takes priority. The meeting will remain private regardless of whether it meets the automatic rules. ### 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. Manual status takes 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 access from 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 whether a user has access to a specific meeting? Use the **Access Tester** available in Meeting Settings or Call Settings. This tool lets you select a meeting and a user, and it will show whether they have access and why. Only available for Admins and Owners. ### Does the Access Tester modify permissions? No, the tester is a read-only tool. It only checks and displays the 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 --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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