🔒 Call Privacy in Clari Copilot: Your Complete Guide

Managing call privacy in Copilot is essential for maintaining confidentiality and ensuring sensitive conversations remain secure. Whether you're discussing pricing strategies, confidential deals, or internal matters, knowing how to properly manage call privacy settings can make all the difference.

📋 Prerequisites: Who Can Make Calls Private?

Before diving into the how-to, let's understand the 2 key requirements for making calls private in Copilot:

1. Role Permissions

Your assigned role in Copilot must have the necessary permissions to mark calls as private. (You can always check with the Account admin about your roles and permissions connected to it.)

For Admins:

• If you are on our Enterprise Plan: Roles & Permissions is where you can create custom roles with specific permissions
• If you are on our Accelerator/Standard Plan: You will be able to use our predefined Permission Settings with roles like Manager, Admin, Rep, and Observer.

2. Call Participation

You must be a participant in the call to make it private. 

⚙️ Setting Up Call Privacy Permissions

For Enterprise Plan Users (Roles & Permissions)

Admin Steps:

1. Navigate to
   • Workspace Settings (for Copilot standalone users) or
   • Clari Studio → Copilot Settings (for accounts that have setup Copilot within Clari)
2. Go to Roles and Permissions
3. Select the desired role or create a new role
4. Scroll down to find "Mark calls as 'Private'"
5. Toggle this setting ON

Important Note: This setting makes private calls visible only to call participants, and users need to be part of a call to mark it as private.

For Standard/Accelerator Plan Users (Permission Settings)

Admin Steps:

1. Navigate to 
   • Workspace Settings (for Copilot standalone users) or
   • Clari Studio → Copilot Settings (for accounts that have setup Copilot within Clari)
2. Find Permission Settings
3. Locate "Call Privacy"
4. Select the appropriate role from the dropdown
5. Changes apply immediately to all users in the selected role

🔧 Individual User Configuration

Once permissions are set, users can configure their personal call privacy preferences:

For Clari Users with Copilot integrated:

1. Go to Preferences in Clari
2. Click on the Copilot Tab
3. Under "My Account", find Call Privacy
4. Toggle "Make my calls private by default" ON

For Standalone Copilot Users:

1. Go to Profile Settings
2. Under "My Account", find Call Privacy
3. Toggle "Make my calls private by default" ON

Note: If you toggle the call privacy setting, it will only impact future calls. The toggle determines whether new calls will be marked as private by default or not. This does not retrospectively change the privacy settings of past calls.

🚨 Special Scenarios & Workarounds

Scenario 1: Making a Call Private When You Weren't a Participant (assuming you have access to make calls private)

Let's say there was a call with confidential discussions about security and pricing, and you need to make it private but weren't originally on the call:

Solution: Request a call participant from your team to add you as a participant first, then you can make the call private.

Note: If someone is tagged in a comment on a private call, they will gain access to that call. However, tagging alone does not grant the ability to change the call's privacy settings; it only provides access.

Scenario 2: Making Private Calls Public Again

Only call participants with the appropriate permissions can change a private call back to public. Follow the same permission requirements as making calls private.

Scenario 3: Accessing Calls When the Original Participant Leaves

This is a critical scenario to plan for:

If someone who made calls private is leaving the organization:

1. Check if there were other participants from your team on those calls
2. Have them add you as a participant to access the calls
3. If no other team participants exist, contact support for backend assistance

Pro Tip: Before team members with call privacy permissions leave, ensure they add their manager, admin, or peer as participants to important private calls.

📝 Best Practices for Call Privacy Management

1. Plan Ahead

• Identify who in your organization needs call privacy permissions
• Set up default privacy settings for users handling sensitive calls
• Ensure backup participants for critical calls

2. Regular Audits

• Review call privacy permissions quarterly
• Ensure departing employees have shared access to important private calls
• Maintain a record of who has access to what calls

3. Training

• Educate your team on when to use call privacy
• Establish guidelines for adding participants to calls
• Create a process for handling privacy requests