Set a call as private

Intro

There are two ways you could set a call as private:

Set a call to private in your calendar app, which changes the visibility to Gong, and will mean the call is not recorded. Anyone can do this.
Set a call to private in Gong, which changes the visibility within Gong, restricting it to the call owner, other internal participants, and anyone it is shared with. This ability is enabled via permission profile.

Set a call as private when scheduling in your calendar

Changing the calendar event visibility to "private" ensures that Gong can't access any event data, meaning it cannot be recorded in Gong.

While creating a calendar event to schedule a meeting, follow your normal workflow for adding invitees, meeting URL, and description on the invite.
Under the calendar visibility field, you'll see the option to select either “Public” or “Private.” Be sure to change the field value to “Private”.

Set a call as private in Gong

Set calls you own as private to restrict access when the conversation covers sensitive subjects. This action can be done before or after the call. The ability to set a call as private is via permission profile. If you do not have the ability to set a call as private, but want it, 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. You can give access to additional people by sharing the call either internally or externally.

Regardless of the privacy setting, all calls are used in statistics and calculations, e.g. in stats and deal warnings, and the existence of private calls is visible to everyone on all pages. People without access can see that the call occurred, see who the owner is, and see the date and time of the call.

Do one of the following:
- Before the call, in the Gong homepage, click VIEW UPCOMING CALLS, and next to call you want set as private, click > Set call as private.
- After the call, in the call page, click > Set call as private.
To set a call as public, perform the same action, and select Set call as public.

FAQ for calls made private in Gong

Who can access a private call?

When a call is set as private, only internal Gong-using colleagues on the call can access it.

The call owner can share access with additional people both internally and externally.

Can I share a private call?

Only the call owner can share (give access to) their private calls. They can do this:

Internally with specific people, by mentioning in a comment, requesting feedback, and sharing from the call page.
Externally, by sharing the call (same as public calls).

What does someone who doesn’t have access to the private call see?

In all places where the call is visible, people without access can see 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 of the private call, and request that they 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 the call?

You can only tag someone and thereby share the call with them if you're the call owner.

If you’re not the call owner, you can only tag people who already have access.

If I use the private call in a 3rd party app, everyone can access it, right?

If you've embedded the call in third party software, bear in mind that ONLY people with access to the call can access it via the third party software.

Can I add a private call to a library folder?

Yes, but bear in mind that only people with access to the private call will be able to access it. Others will only see limited information (call owner, time and date of the call).

I set my calendar meeting as private, that means the call is private in Gong, right?

No. The calendar privacy setting determines whether or not the call is recorded by Gong. The calendar privacy setting has no influence over 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).

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 keep in Gong, but restricted 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 either permission profiles (to restrict access by your org hierarchy) or workspaces (to restrict access by use-case, region, or other).

If you have another use case that you want Gong to support, let us know!

I’m using Gong data for reports, will I see data for private calls?

We provide an indication if a call is private, e.g. as a parameter on the API payload. Using this parameter, you can choose to use private call data as part of your reporting.

Will I see private calls in stats and other metrics?

Yes, even though the call is private, its' data is counted. The content of the call is hidden in Gong, but statistics and metrics are still included in statistics and other calculations.

Can I see how many calls have been set to private?

Yes, you can see how many calls have been set to private in the calls data CSV file. To access this, go to the CALLS page, filter by person, data, wherever you like, and then download the corresponding CSV.

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