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.

Notes:

• Your Outreach Record Visibility settings for Meetings must be configured with the Owned Records option as described below in order for your Google Calendar privacy settings to be recognized and applied to new Outreach meetings. If not, calendar events for meetings created via Outreach will be publicly visible.
• At this time, the above applies only to Google Calendar. Outlook Calendar events for Outreach meetings will not have Outlook Calendar-specific privacy settings applied.

Intended Audience

• Outreach Admins

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 override most privacy settings within your calendaring service.

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.
• Users assigned this visibility setting will be able to see meeting details for meetings on other users’ calendars if they are an invitee of that meeting, regardless of record ownership or role hierarchy.
• Note:
  • Meetings with a prospect that exists in Outreach will be visible to everyone in the org.
  • This visibility setting will override most privacy settings within your calendaring service.

Owned records

• Owned records in the Meetings context refer specifically to meetings where the user is a host/organizer or participant.
• Users assigned this visibility setting will only be able to see meeting details for their own meetings (that is, meetings where the user is a host/organizer/participant).
• Users assigned this visibility setting will be able to see meeting details for meetings on other users calendars if they are an invitee of that meeting.
• Note:
  • Meetings with a prospect that exists in Outreach will be visible to everyone in the org.
  • This visibility setting ensures that meeting events synced in the Outreach calendar honor any specifically configured Google Calendar privacy settings. To do so, you must apply the Owned records option on each profile in your Outreach org.

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.

Additional Information

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