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:

• 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. (This generally applies only to Google Calendar.)
• For a description of the feature improvements now rolling out for testing, including alignment to Outlook Calendar privacy settings, see section Meeting Calendar Event Visibility Beta.

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 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.
  • Owned Records settings are updated as part of the Meeting Calendar Event Visibility Beta.

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.

Meeting Calendar Event Visibility Beta

Users in the Meeting Calendar Event Visibility beta have access to the following features.

Respecting Outlook Privacy Settings

In addition to Google Calendar, Outreach Record Visibility settings for Meetings may be based on Outlook Calendar Privacy Settings. 

Updates to Owned Records Visibility Setting

A user assigned the Owned Records visibility setting will be able to see meeting details for meetings on other users' calendars if any of the following are true:

• The user is an invitee to that meeting.
• The user is a Prospect that exists in Outreach and is an invitee to the meeting.
• The meeting details are shared with the user via native calendar visibility permissions.
• The user is a Team Leader/Team Admin or the meeting creator, and your organization has a set of features for German Works Council enabled at the same time.
  Note: this condition does not apply to organizations that are not operating under German Works Council directive.
  

Sharing Permissions

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 does not recognize these users as members of the same organization. Caroline will then not see Ben's meeting details in Outreach even if Ben is sharing 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.