Meeting availability and visibility

Last updated: October 17, 2026

Visibility decides who can find and open a meeting inside Ergo. Sharing decides who can open a link from outside. They are separate.

Who can see a meeting

Ergo checks these in order and stops at the first match.

  1. Private meetings are visible only to the meeting owner and the internal people who attended. This overrides everything below, including the Owner and the organization-wide setting.
  2. Everyone can see all meetings (Admin → Settings) on, or the viewer is the organization Owner: every meeting in the organization.
  3. Team admins: their own meetings plus every meeting owned or attended by members of the teams they administer, plus anyone granted to them.
  4. Everyone else: meetings they owned or attended, plus the meetings of anyone listed under Meeting access on their profile.

Meetings in a folder the viewer can open are also visible, subject to rule 1.

Two things do not grant visibility: being on the same team as the owner (only team admins get that), and having a Reporting grant.

Private meetings

  • By hand: from the meeting page choose Make Private. Only an attendee or the owner can do this. Share links and password protection are revoked. For a recurring meeting you can apply it to this meeting only or to this and future meetings; past recordings keep their setting. Choose Make Public to undo.
  • Automatically: the Owner can set Meeting Privacy Rules from the … menu on the Meetings page: title keywords (for example 1:1, HR, confidential, matched anywhere in the title, case-insensitive) and people whose meetings are always private. Rules also apply to the last 90 days of meetings but never override a privacy setting someone set by hand.
  • Locked by policy: some organizations have policies that keep certain meetings private and stop all downstream processing. These show "This meeting is locked private by organization policy" and cannot be made public in the app.

If a teammate cannot see your recordings, check whether one of your meeting titles matches a privacy keyword before asking for an access grant.

Shared links

  • The Share button creates a link that works outside these rules. Recipients may have to verify their email, and the link can be password-protected or revoked.
  • A private meeting cannot be shared; existing links stop working when it becomes private.
  • Revoking a link removes the link only; the meeting stays.

What to check when someone cannot open a meeting

  1. Is the meeting private, by hand or by a rule?
  2. Is the viewer the owner, an attendee, a team admin for the owner's team, or granted access to the owner?
  3. Is Everyone can see all meetings on?
  4. Were they sent a clip link or a revoked share link instead of the meeting?

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