The AI Call Analyst includes built-in privacy controls so you can decide which team members can see call recordings and transcripts. By default, coaches only see their own calls. This guide explains how visibility works and how to adjust it.
How Call Visibility Works
Call visibility is determined by two things:
Your role in the business (Owner, Admin, or Coach)
The sharing settings configured for each integration (Zoom and Fathom have separate settings)
By default, the sharing setting is turned off, which means coaches can only see calls they are assigned to.
What Each Role Can See
Owner — Can see all calls from every team member, always. This cannot be restricted. Owners are also the only ones who can change privacy settings.
Admin — Can see all calls from every team member, always. Admins have the same visibility as owners.
Coach — Can only see their own calls by default. If the "Share Meetings with Coaches" setting is enabled, coaches can see all calls in the account.
Share Meetings with Coaches
This setting controls whether coaches can see all call recordings in the account, or only calls assigned to them.
Off (default) — Coaches can only see their own meetings. Recommended for client privacy and confidential sessions.
On — Coaches can see all meetings in the account. Use this for transparent team environments where everyone learns from each other's calls.
Where to Configure These Settings
Privacy settings are configured separately for each call integration (Zoom and Fathom). Only business owners can view and change these settings.
For Zoom
Go to Zoom Integration settings.
Scroll down to the Meeting Privacy section.
Toggle Share Meetings with Coaches on or off.
Changes save automatically.
For Fathom
Go to Fathom Integration settings.
Scroll down to the Meeting Privacy section.
Toggle Share Meetings with Coaches on or off.
Changes save automatically.
Note: If you use both Zoom and Fathom, you need to configure privacy settings for each integration separately. Changing one does not affect the other.
Quick Reference
Role | Coach Sharing OFF | Coach Sharing ON |
Owner | Sees all calls | Sees all calls |
Admin | Sees all calls | Sees all calls |
Coach | Own calls only | Sees all calls |
Default state: Coach sharing is off. Owners and admins see everything. Coaches see only their own calls.
If you have questions about call privacy or need help configuring your settings, reach out to us through the chat widget — we're happy to help.