All team members
Any Gong plan*
Any call you have access to
When conversations cover sensitive subjects, you may want to keep them private. You can do this by making the call private when you schedule it in the calendar, so that Gong doesn't record it at all, or by setting a recorded call to private.
If you set a recorded call to private, it can be seen by people at your company, but is only accessible to the call owner, internal call participants, and specific people who the call owner shared the call with via shares or comments.
Set call as private in the calendar
When you set the visibility of a calendar event to private, Gong can't access event data and can't record the call.
When creating the calendar event to schedule a meeting, follow your normal workflow for adding invitees, meeting URL, and description.
Under the calendar visibility field, select Private.
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Set call as private in Gong
In Gong, you can set calls that you own as private, either before or after the call. The ability to set a call as private is set in the permission profile. If you don't have this capability and think you should, contact your Gong admin.
By default, a private call can only be seen by the call owner and any other internal participants on the call. The call owner give access to additional people by sharing the call either internally or with customers.
Regardless of a call's privacy setting, all calls are calculated in stats and analysis. The existence of private calls is visible to everyone, but people who don't have access to the call will only see when the call occurred and who the owner is.
To set a call to private in Gong:
Before the call: In the Gong homepage, click VIEW UPCOMING CALLS. Next to call you want set as private, click
> Set call as private.After the call: In the call page, click
in the top right corner and select Set call as private.
If you want to change the settings of a private call to public, do the same action, and select Set call as public.
Note:
If there are types of calls that you want always set as private, for example, once in which specific terms or phrases are mentioned, your tech admin can use automation rules to make this happen.
Default privacy setting for web conference calls
Tech admins can set your web conference calls to be private by default. This is done in the team members page and is applied to new calls only. Contact your Gong tech admin to set your web conference calls to be private by default.
FAQs
Who can access a private call?
When a call is set as private, people who were on the call and use Gong can access it. The call owner can share the call with other people, both internally and externally.
Who can share a private calls?
Only the call owner can share and give access to calls they have set to private. They can do this internally by mentioning specific people in a comment, requesting feedback, and sharing from the call page. They can do this externally by sharing the call.
What does someone without access to the private call see?
In all places where the call is visible, people without access can see that the call exists with limited information (call owner, time and date of the call). They can use this to reach out to the call owner for access.
How do I request access to a private call?
Reach out to the owner, and ask them to share the call with you. The name and email address of the call owner is always visible.
Can I comment, score, or request feedback on a private call?
Only people with access to the private call can comment, score, or request feedback on it.
Can I tag someone on a private call if they don't have access to it?
If you're the call owner, you can tag someone and thereby share the call with them. If you’re not the call owner, you can only tag people who already have access.
If I embed a private call in a 3rd party app, who can access the call?
Only people with access to the call can access it via the 3rd party app.
Will I see private calls in stats and other metrics?
Yes. The call is private but the data is counted for metrics such as deal warnings and trackers.
Can I add a private call to the library?
Yes. Only people with access to the call will be able to access it. Others will see information about the call, but won't be able to access it.
Where can I see how many calls have been set to private?
This info is in the call data CSV file. To access it, go to Conversations > Search and filter by person, data, whatever you like, and download the CSV.
I'm using Gong data for reports. Will I see data from private calls?
We provide an indication if a call is private; for example, as a parameter on the API payload. Using this parameter, you can choose whether or not you want to use private call data as part of your reporting.
What alternatives are there to setting calls as private?
Setting a call as private is useful for calls with sensitive content that you want to save in Gong, but restrict to participants and selected others.
If you have a high volume of calls that you want to set as private, it may be better to use permission profiles (to restrict access by organization hierarchy) or workspaces (to restrict access by use-case or region, for example).
If you have another use case that you want Gong to support, let us know.
If I set my calendar meeting to private, is the call is private in Gong?
No. The calendar privacy setting determines whether or not the call is recorded by Gong. If the calendar meeting is set to private, the call won’t be recorded by Gong. In other words, the calendar privacy setting doesn’t affect the Gong privacy setting.
Only calls set to private in Gong are recorded and private. This can be done either via the homepage (upcoming calls) or the call page (recorded calls).
*The features available to you depend on your company’s plan and your assigned seats.