Managing Privacy for Meeting Recaps in UpdateAI
The UpdateAI workspace setup provides a transparent platform for team members to review past meeting summaries together. However, we also understand the importance of privacy and have enabled certain features to help you manage what to show the rest of your organization.
For specific meetings such as internal 1:1's or sensitive client discussions, you might want to limit meeting recap visibility.
There are two visibility settings available:
(Note: You must be the owner of the meeting recap to modify its visibility setting.)
Invitees Only - This limits recap access to users in the workspace who were invited to the meeting. All recap content is fully visible to these individuals. Other workspace members who were not invited cannot access or see this recap on their dashboard.
Organization-wide - All members within your workspace can access and view the entire content of the meeting recap.
Regardless of these settings, anyone who can access a recap can create a public-view link of that recap. Public views are, however, restricted to content categories that have been enabled in the meeting's visibility configuration. More on public recap views here.
Adjusting Meeting Visibility Settings
There are two ways to manage your meeting visibility:
1. Default Settings - Set default visibility per meeting type in your workspace settings. Navigate to the Members table. Find yourself in the table. And open the visibility settings modal.
NOTE: If an Admin or Owner of your workspace has locked (🔒) your visibility settings you will be unable to make any changes on your own.
2. Per Recap Settings - Modify the visibility for an individual meeting recap on the recap page.
The ability for Org Admins to Control Meeting Visibility
As the owner or admin of your organization, you play a crucial role in safeguarding sensitive information contained in recaps. Our system empowers you with robust controls to manage the visibility of these recaps, ensuring confidentiality and compliance. (Visit My Workspace in settings.)
Key Controls at Your Disposal
Global Visibility Settings
Uniform Application: Instantly apply visibility settings across all existing and future members of your organization.
Turning on this module will apply these settings as the default for all future members and will lock them into those settings (you always have the option to unlock settings for each member individually in the Members table).
Turning on this module will also apply the settings displayed in the module to all existing members of your organization who have had their settings locked. This is to say that any members for which you have unlocked their visibility settings (see the following section), those members will not inherit changes to any settings made in this admin module.
Individual Member Settings in the Members Table
Customization: Set visibility preferences for each member individually, tailoring access as needed.
Locking Member Permissions:
Control Over Changes: Lock specific members' ability to alter their individual visibility settings.
Audit Capability
Visibility Oversight: Maintain a comprehensive view of the visibility settings for each member in your organization.
By utilizing these controls, you can effectively manage who sees what within your workspace, enhancing security and privacy for your organization's sensitive information.
Visibility of Upcoming Meetings in Your Main Dashboard
Only the owner and invited members of an upcoming meeting will see that meeting on their Your Scheduled Meetings dashboard. We do this to protect your privacy.
Members who are part of the same organization but are not part of an upcoming meeting will not see that meeting displayed on their Upcoming Meetings dashboard.