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How to manage organization-wide privacy and security settings 

Use Privacy Policies to set the default visibility for meetings across your organization in Avoma. 

It’s for Org Admins who want consistent privacy defaults while still allowing users to override privacy per meeting when needed. 

Use it when rolling out Avoma broadly or tightening access to meeting content.

Before you begin

  • You must have the Admin role in Avoma.
  • Organization settings apply org-wide and can override individual user settings.
  • If you Lock a rule, users can’t change that rule in their personal preferences.
  • If you plan to use Visible to Specific Teams, the relevant teams must already exist.
How to manage organization-wide privacy and security settings 
  1. Go to Settings → Organization → Privacy Policies.
  2. Under Default Privacy Behavior for Your Organization’s Meetings, review how meetings are classified:
    • Internal meetings: all participants are from your business domain
    • External meetings: at least one participant is outside your business domain
  1. Under Internal Meetings, choose the default visibility:
    • Private to Participants
    • Visible to Specific Teams → click Select team and choose the team(s)
    • Visible to Organization
  2. Under External Meetings, choose the default visibility:
    • Private to Participants
    • Visible to Specific Teams → click Select team and choose the team(s)
    • Visible to Organization
  3. (Optional) Turn on Lock to prevent users from changing this in their personal meeting privacy settings.
  4. Save your changes.
    Meeting Privancy settings in Avoma

 

Tips

  • Many orgs set External Meetings more restrictive than Internal Meetings.
  • If you choose Visible to Specific Teams, pick teams that should routinely access sensitive meeting content.

Troubleshooting and FAQs

Why can I still change meeting privacy in my personal settings?

This usually means the organization default isn’t locked.

  • Ask your admin to go to Settings → Organization → Privacy Policies.
  • Turn on Lock for the relevant default (Internal and/or External).
  • Once locked, users can’t change that default in their personal meeting privacy settings.

Why is my meeting treated as internal vs. external?

Avoma classifies meetings based on attendee email domains.

  • Internal meetings: all participants are from your business domain
  • External meetings: at least one participant is outside your business domain

I selected “Visible to Specific Teams,” but nothing changed. What did I miss?

Most commonly, no team was selected.

  • Go to Settings → Organization → Privacy Policies.
  • Under Visible to Specific Teams, click Select team and pick the correct team(s).
  • Save your changes and re-check access.

Why didn’t the default apply to my meeting?

A per-meeting privacy override may be set.

  • Open the meeting and check its privacy/visibility setting.
  • Confirm whether the meeting is Internal or External based on participants.
  • If you want the org default to apply consistently, enable Lock in Privacy Policies.

What’s next

  • Understand who can access what: See Meeting visibility and access basics (what “Participants,” “Specific teams,” and “Organization” mean).
  • Manage user-level defaults: See Personal meeting privacy settings (how users set their own meeting privacy defaults when org settings aren’t locked).
  • Override privacy for a single meeting: See Per-meeting privacy controls (how to change visibility on an individual meeting).
  • Use team-based visibility: See Teams setup and management (create teams and assign members for “Visible to Specific Teams”).

Recap

You set organization-wide default meeting privacy for Internal and External meetings in Settings → Organization → Privacy Policies.

If a setting is not locked, users can still change their personal meeting privacy settings; turning on Lock enforces the org default.