This article will cover default meeting privacy settings and how you can change them.
Within Avoma, your privacy is our top priority. While we do have some default settings, you have control over the privacy of all your meetings. There are 3 privacy options:
- Private
- Primary Team
- Organization
- Public
Private
By default, all internal meetings will automatically be set to private. An internal meeting is determined by the invited participants: if all invitees have the same workplace domain (for a Standup or 1:1), the meeting will be internal and the meeting will be private only to those who were invited to the meeting. This allows you to have 1:1s or internal syncs and know that the information discussed will be available for you to review but won't be shared with the greater organization. Those with an Admin role in Avoma do not have access to private meetings.
If the link is shared with someone who wasn't a participant, they will see the following:
NOTE: If you have CRM integration, private meetings will NOT automatically sync to your CRM, however you can sync them manually, if needed.
Primary Team
In certain situations, organizations may choose to delegate certain tasks to third-party companies. However, compliance regulations often require that these third parties do not have access to the meetings and discussions of the rest of the organization. Also, organizational policies may dictate that members of the organization should NOT have access to the meetings and discussions related to these outsourced functions. For example, in the case of HIPAA compliance, it is important to ensure that private patient information shared with support personnel is not made available to the rest of the organization.
For such scenarios, Avoma allows you to set the privacy to “Primary Team“. With this privacy, only the members of the primary team of the meeting participants will have access to the meeting. Since, in Avoma, a user can be a part of multiple teams, you need to specify a primary team for this privacy to take effect. Let’s take an example to see how “Visible to Primary Team” privacy works.
In the example above,
-
Support team is the primary team of Mark, Jordan and Diana. Jason also oversees the support function and requires access to Support team’s calls. Jason is a non-primary member of Support Team.
- Sales team is the primary team of Jason, Marcus and Sean.
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Jason’s conversations that are marked “Visible to Primary team“ will be visible only to Jason’s primary team i.e Marcus and Sean. They will NOT be visible to Support team where Jason is a non-primary member.
- Diana’s conversations that are marked “Visible to Primary team“ will be accessible to Diana’s primary team i.e Mark, Jordan and Jason. Jason will also have access since Jason is part of Diana’s primary team.
Important Note: Please be aware that if you decide to change the organization’s privacy setting (settings for all organization members on Avoma) to "Primary team", it is essential to ensure that all members are a part to a team. This will help maintain the intended privacy for team meetings as expected.
Importantly, if any members have their privacy set to "Primary team" and are not part of any designated team, their external meetings will default to behave as private meetings.
Organization
All external meetings will default to be visible to Avoma users within your organization. An external meeting is determined when you invite participants outside of your organization. Organization-wide sharing makes for easier collaboration and communication between teams and allows you to easily share the voice of the customer across your company.
Public
No meetings will default to Public because want to ensure your organization's privacy, but if you ever have a recording that you want to share with a wider audience, this is an option to select. If you set a recording to Public, anyone with the meeting link will be able to view the recording.
If you want to share outside of your organization but do not want to make a recording public, you can also share it explicitly with recipients.
Changing your Default Privacy Settings
Default privacy settings can be updated for each individual user within their Privacy Settings. Or, they can be updated by an Admin for your whole organization in your Organization Privacy Policy Settings. If you change the Organization Privacy Policy, it will override the settings of your individual users.
Avoma Best Practice: CEOs, Founders, or other members of leadership often change their External Meeting settings to Private. As leaders in your company, you often hold external meetings that are not meant to be shared with the entire team and it is best practice to have all your meetings private by default.
Changing Individual Meeting Privacy
You do have the ability to change the privacy of your individual meetings. This can be done by clicking on the privacy icon to the left of your meeting title and adjusting appropriately. Privacy settings for your individual meetings can be updated any time before or after the meeting occurs.
If you have any further questions regarding Avoma’s privacy policies and settings. Please contact us at help@avoma.com.