This guide explains how Ping controls who can see your meetings, and how you can adjust your visibility and privacy preferences.

How Meeting Visibility Works

Meeting access comes from the meeting itself and its sharing rules:

  • Your own meeting or calendar invitation: You can see your meeting record and meetings available through a shared calendar invitation. A name appearing in a transcript alone does not grant access.
  • Explicit sharing: A meeting can be shared with specific people or the organization, subject to privacy rules.
  • Client Assignment sharing: When enabled, client-related meetings can be shared with people who have their own access to that client.
  • Organization Owner scope: In organizations without Org Units, Owners retain broad access to non-Owner meetings, subject to internal-meeting privacy.

An Org Unit Leader does not automatically inherit the meetings or emails of the staff they lead. Being a Client Owner adds client health and revenue responsibility; it does not create another meeting-sharing path.

The settings below control sharing and privacy.

Ways to Share Meetings

1. Share With Your Organization

Where to find it: Settings → Meeting Assistant → Sharing & Privacy → "Auto-share my meetings"

Who controls it: Any user (this is a personal setting)

When you turn this on, your future meetings are shared with your organization, subject to internal-meeting privacy and the meeting's access rules.

Good to know:

  • Only affects new meetings going forward — not retroactive
  • Your colleagues can view the meeting summary, transcript, and action items
  • You can always share or unshare individual meetings manually from the meeting page
  • Sharing does not override internal-meeting privacy.

2. Keep Internal Meetings Private

Where to find it: Settings → Meeting Assistant → Sharing & Privacy → "Keep internal meetings private"

Who controls it: A Provisioner (applies to the entire organization)

This setting lets your organization keep internal meetings (like 1-on-1s and team syncs) private, even when users have auto-share turned on. When enabled:

  • Meetings tagged as "Internal" across the entire org are hidden from role-based and org-shared access — only the meeting owner and anyone in your org who was on the same calendar invite can see them
  • Client meetings and other meeting types are not affected
  • Turning this on or off takes effect immediately for all meetings — past and future (retroactive)
  • Each user's own internal meetings remain fully accessible to them at all times
  • If you were on the calendar invite, you still see the meeting through your own meeting record

Example: You auto-share client meetings and also have weekly internal 1-on-1s. When a Provisioner enables Keep internal meetings private, those 1-on-1s stay limited to their owners and calendar invite participants while client meetings remain shared.

3. Client Assignment Meeting Sharing

Where to find it: Settings → Meeting Assistant → Sharing & Privacy → "Auto-share client meetings with client assignments"

Who controls it: A Provisioner (applies to the entire organization)

This organization-wide setting lets people assigned to a client see meetings related to that client. When enabled:

  • People assigned directly to a client can see meetings involving that client's contacts.
  • Only meetings tagged as "Client" are shared this way.
  • Access updates automatically when Client Assignments change.
  • The setting takes effect immediately for past and future meetings.

Example: Sarah is assigned to Acme Corp. With client-assignment meeting sharing enabled, Sarah can see eligible client meetings involving Acme contacts even when they are not shared with the whole organization. Sarah's Org Unit Leader does not gain that access through Sarah. The Leader needs their own access to Acme or another valid sharing or participation path.

4. Share via Link

You can generate a shareable link for any meeting you own. This lets you share meeting content with people outside your organization — no Ping account needed.

  • Links can have an optional expiration date
  • You can revoke a link at any time
  • Share history is tracked so you can see who you've shared with

Visibility by Relationship

Assigned client member

You can see your own meetings and meetings available through calendar participation or sharing. When client-assignment sharing is enabled, your client access also gives access to eligible meetings for those clients.

Leader

You have the same meeting-access paths as other members. Leading a unit adds staff reporting and service-line oversight, not access to the staff's meetings or emails.

Client Owner

You are already assigned to the client. Client Owner adds client health and revenue opportunity scope when available; meeting and email visibility still follows your assignment and the content's sharing and privacy rules.

Organization Owner

In organizations without Org Units, Owners retain broad visibility into non-Owner meetings, subject to privacy rules. Other Owners' private meetings remain private unless shared or a non-Owner was also a participant.

When Org Units are enabled, the Owner role does not create leadership-derived meeting access. Owners use their own meeting, client-assignment sharing, participation, and explicit-sharing paths.

Manager (legacy)

The legacy Manager role is being phased out. Use direct client assignments and sharing for client work, and Leaders for staff oversight.

When Others See Your Meetings

When Keep internal meetings private is enabled, Internal-tagged meetings are limited to the meeting owner and calendar invite participants.

For other meetings:

  • People can see meetings shared with them or their organization, subject to the meeting's access rules.
  • Your direct client colleagues can see eligible client meetings when client-assignment sharing is enabled.
  • Your Leader does not gain access just because you are in their Org Unit.
  • People you lead do not gain access to your meetings through that relationship either.
  • In organizations without Org Units, existing Organization Owner visibility still applies.

Settings Quick Reference

User-Controlled Settings

These are personal settings that each user manages for themselves.

  • What it does: Shares new meetings with your organization, subject to privacy rules
  • Retroactive? No — future meetings only

Organization-Controlled Settings

Provisioners manage these settings for the whole organization.

  • What it does: Hides Internal-tagged meetings from org-wide and role-based access
  • Retroactive? Yes — all meetings, immediately
  • What it does: Lets assigned users see meetings for clients they can access through client assignments
  • Retroactive? Yes — all meetings, immediately

Frequently Asked Questions

Can someone see my meeting just because they were a participant?

If someone in your org was invited to the same calendar event, they have access to the meeting through their own meeting record. However, being a participant in the actual conversation does not automatically give access — they need to have been on the calendar invite, or the meeting needs to be shared through one of the methods above.

What happens when a Provisioner turns "Keep internal meetings private" off?

Internal-tagged meetings follow normal sharing and applicable Organization Owner rules again. Turning privacy off does not create a leadership-based access path. The change applies immediately to past and future meetings.

Can Leaders see my internal 1-on-1s?

Leading your Org Unit does not grant access to your meetings. A Leader can still have access as a calendar invite participant or through an applicable sharing path. When Keep internal meetings private is enabled, Internal-tagged meetings stay limited to the meeting owner and calendar invite participants.

Does client assignment sharing expose internal meetings?

No. Client assignment sharing only applies to meetings tagged as "Client." Internal-tagged meetings are never shared through this path.

Who can enable organization-wide settings?

Provisioners can enable or disable Keep internal meetings private and Auto-share client meetings with client assignments. These settings apply to the entire organization.

Why can't I see another owner's meeting?

For privacy, Owners can only see each other's meetings if explicitly shared, or if the meeting included a non-Owner organization member on the calendar invite.

How do I share or unshare a specific meeting?

You can toggle sharing for individual meetings from the meeting page. You can also generate a shareable link for people outside your organization.

What if someone leaves the company?

Their meetings remain in the system, but they lose automatic access to other meetings.