How to Manage Outreach Meetings Calendar Event Visibility

Purpose

The purpose of this article is to explain what each record visibility setting for meetings does when you might consider using each, and how to apply them as an Outreach Admin.

Intended Audience

• Outreach Admins

Notes

• Outreach is a collaborative tool that might expose more details than you share via native calendar if the Outreach user’s governance profile is set that way.
  • Outreach Record Visibility settings for Meetings must be set to “Owned Records” in order to respect Google Calendar privacy settings or Outlook Privacy Settings in Outreach.  (Settings > Profiles)
  • Profiles in Outreach that have Outreach Record Visibility settings for Meetings are set to “Owned by anyone” or “Owned by them and their reports” can see details of meetings in Outreach even though the native calendar doesn’t allow users to see full details of meetings. (Settings > Profiles)
  • Outreach never exposes details of meetings that were particularly set as “Private”.
• Users in Outreach are able to view the calendars of employees not synced to Outreach based on the visibility permissions of the Outreach user in Gsuite. Note the following example:
  • If a user in Outreach has admin-level access to visibility in Gcal, that user will have the same level of access in Outreach for non-users, and unsynced users.
• If a user in Outreach does have their calendar synced to Outreach, the visibility of that calendar for another user trying to view it will be determined by the governance profile of the viewing user as explained later in this document.

Profile Settings Explained

When setting up Outreach user profiles, admins can configure appropriate meeting details visibility based on criteria such as the profile a given user may be assigned to.

The options are as follows.

All records

• This will allow all meeting information to be visible to any user assigned this profile, no matter their role in the organization.
• Note: This visibility setting will take precedence over most privacy settings in your calendaring service. Please refer to the visibility logic flow diagram for a more detailed understanding. In the diagram, profile settings are referred to as "Is User B authorized by governance profile to see User A's meeting details."

Owned and reports records

• Users assigned this visibility setting will be able to see meetings for records they own, as well as meetings for users assigned to profiles lower in the role hierarchy set in Outreach.
• Note: This visibility setting will take precedence over most privacy settings in your calendaring service. Please refer to the visibility logic flow diagram for a more detailed understanding. In the diagram, profile settings are referred to as "Is User B authorized by governance profile to see User A's meeting details."

Owned records

• Users assigned this visibility setting will be able to see meetings for records they own and colleague’s meetings that are visible to them in the native calendar or meetings that are scheduled with prospects.

Visibility Logic Flow

This diagram illustrates how Outreach applies visibility permissions to meeting events based on the visibility configuration and who is viewing the calendar event.

Procedure

1. Log in to Outreach as an Admin.
2. Click Settings > Profiles.
3. Select a Profile.
4. Navigate to Record Visibility.
5. In the Meetings dropdown, select the desired option.
6. Click Save.
7. Repeat this process for all profiles.

Note: Changing this setting will retroactively update visibility on users’ previously scheduled meetings within the past 365 days.

If the user wants to rely on Google/Outlook calendar settings that are set for My organization, it’s important that in Outreach, users are logged in under the same email domain because this is how Outreach recognizes that users are from the same organization.

• Example 1: Caroline is logged in to Outreach under caroline@outreach.io  and Ben is logged in to Outreach under ben@outreach.io. In this case, Outreach recognizes these users as members of the same organization so native calendar-sharing permissions for the organization will be respected.
• Example 2: Caroline is logged in to Outreach under caroline@helloworld.io  and Ben is logged in to Outreach under ben@outreach.io. In this case, Outreach DOESN’T recognize these users as members of the same organization. Caroline will then not see Ben's meeting details in Outreach even if Ben shares all meeting details with the organization in Outlook or Google Calendar.

Additional Information

For guidance on additional user meeting permissions, see Profile Settings for Outreach Meetings.