Meeting Privacy & Visibility

Why Meeting Privacy Matters for Agency Leaders#Copy link

Not every meeting should be visible to your whole team. As an agency owner or manager, you need a space to hold candid conversations — whether that’s a performance review with a direct report, a leadership strategy session, a sensitive negotiation with a client, or a frank 1-on-1 about team dynamics. These conversations are captured by Agency Hero’s meeting intelligence, and you deserve confidence that those transcripts, summaries, and action items stay between the right people.

Meeting privacy in Agency Hero gives you exactly that control. You decide who can see a meeting — and you can always grant selective access to a colleague when it makes sense, without opening the meeting up to everyone.

How Meeting Privacy Works#Copy link

Every meeting in Agency Hero has a privacy level that determines who can view its transcript, summary, extracted intelligence (decisions, action items, risks), and recordings.

There are four privacy levels:

By default, meetings are visible at the Workspace level — accessible to the members of the workspace they belong to. Upgrading to Private or Restricted means only you and your explicitly chosen collaborators can open the meeting.

Who Can Change a Meeting’s Privacy#Copy link

Privacy controls are available to:

• Org admins — can manage privacy on any meeting.
• The privacy owner — the person who first set the meeting to private. Once a privacy level is set, that user becomes the privacy owner and retains control going forward.

If no privacy owner has been established yet, an org admin is required to make the first privacy change.

Note: Privacy controls must be enabled for your account via the can_set_meetings_private feature flag. If you don’t see the privacy control on a meeting, contact your organization admin.

Setting a Meeting to Private#Copy link

1. Open the meeting in Agency Hero.
2. In the meeting header, click the Shield icon (privacy chip) next to the meeting metadata.
3. Select your desired privacy level from the dropdown: Workspace, Organization, Private, or Restricted.
4. The change takes effect immediately — Agency Hero’s access controls update in real time.

Selectively Sharing a Private Meeting#Copy link

Privacy doesn’t mean total isolation. When a meeting is set to Private or Restricted, you can grant specific colleagues view access — without changing the overall privacy level.

To share a private meeting with someone:

1. Click the Shield icon in the meeting header.
2. Select Manage access… (this option appears for Private and Restricted meetings).
3. In the access dialog, enter the person’s email address (they must be a member of your organization).
4. Click Add — they’ll immediately gain view access to the meeting.

You can see all existing grants in the access dialog and remove them at any time. Access stays scoped to your organization — you can’t accidentally share outside your agency.

What Stays Private#Copy link

When a meeting is private, the following are protected from general visibility:

• The full meeting transcript
• AI-generated summaries and recaps
• Extracted intelligence: decisions, action items, risks, and open questions
• Meeting recordings (audio/video)

Team members who don’t have access will see a clear message — “This meeting is private or restricted” — rather than a generic “not found” error, so there’s no confusion about why a meeting isn’t visible.

When to Use Private Meetings#Copy link

Here are the most common situations where agency leaders reach for private meeting settings:

• 1-on-1 meetings with direct reports — performance check-ins, career conversations, or coaching sessions that should stay between you and that person.
• Leadership syncs — strategy, financial planning, or org-structure discussions that aren’t ready for the broader team.
• Performance reviews — formal review sessions where transcript and notes should be kept strictly confidential.
• Sensitive client negotiations — calls where deal terms, pricing, or relationship dynamics are discussed and discretion is essential.
• HR or personnel matters — any meeting where the subject of the conversation would expect privacy.
• Executive briefings — external partner or investor calls that shouldn’t surface in team-wide intelligence.

Privacy and AI Intelligence#Copy link

Agency Hero’s AI respects meeting privacy. Intelligence extracted from a private or restricted meeting — action items, decisions, risks — is only surfaced to users who have access to that meeting. Private meeting context won’t leak into AI responses for team members who haven’t been granted access, even if they’re working in the same workspace.

Frequently Asked Questions#Copy link

Can I make a meeting private after it’s already been processed?
Yes. You can change a meeting’s privacy level at any time, including after transcription and intelligence extraction. The change takes effect immediately and restricts access going forward.

What if I’m not the privacy owner — can I still see who owns a meeting?
When you encounter a meeting you can’t access, Agency Hero will display the privacy owner’s name so you know who to contact for access.

Does private mean the meeting is removed from workspaces?
No. Privacy level and workspace association are separate concepts. A private meeting can still be linked to a workspace — its privacy level simply controls who within (and across) that workspace can open it.

Can a team member request access?
Yes. When someone encounters a meeting they can’t access, Agency Hero surfaces the privacy owner’s identity so they can reach out directly to request access.