Meeting Privacy Agent

Beta notice: Meeting Privacy Agent is under development and in open beta. These features may not yet be enabled for your workspace. Please check with your CSM or AskElephant Support with questions regarding availability and beta participation.

Introduction

The Meeting Privacy Agent is an intelligent tool that automatically protects sensitive meetings while keeping your team connected to the context they need. Instead of choosing between sharing all your meetings or hiding everything, you can now set custom rules that determine which meetings stay private—automatically.

This feature solves a real problem: leaders often default all their meetings to private to protect sensitive information, which cuts off their teams from valuable context. With the Meeting Privacy Agent, you get granular control without the manual work.

Key Terms

Privacy Rule: a custom instruction you create that tells the Meeting Privacy Agent when to mark a meeting private. Example: "Mark meetings private if we discuss compensation."
Exception: a condition that overrides a privacy rule. Example: "Mark meetings private if we discuss fundraising, UNLESS it's a meeting with our board."
Open Beta: a testing phase where a feature is available to everyone, but improvements are still being made. You can use it, but expect occasional changes and refinements.
Meeting Metadata: information about a meeting like its title, attendees, and what was discussed. The agent uses this to decide if a rule applies.
Workspace Settings vs. Personal Settings: workspace settings apply to all managers and owners in your organization. Personal settings are your individual rules, which take priority if there's a conflict.

How It Works: The Old Way vs. The New Way

The problem with binary privacy

In the past, you had one choice: make all your meetings private by default or make them all public by default. Most leaders chose private to be safe—but this created a major problem.

When everything is private by default, your team can't see any of your meetings, even the routine customer calls that should be shared. One missed toggle could mean hours of lost context for your entire team.

The solution: intelligent rules

The Meeting Privacy Agent changes the game. Instead of a simple on/off switch, you create rules that apply case by case. The agent evaluates each meeting against your rules and decides automatically.

How it helps:

You can default all your meetings to public.
The agent marks them private only when your rules match.
Your team gets full context while sensitive meetings stay protected.
No manual work required—the agent handles it all.

Setting Up Your Privacy Rules

Understanding rule basics

Rules work like this: "Mark meetings private if [condition], unless [exception]."

The agent looks at meeting details—like what was discussed, who attended, and the meeting title—and applies your rules automatically.

Important: rules can only make meetings more private. They cannot override a meeting that's already been manually set to private. The agent errs on the side of caution.

Creating your first rule

Go to your Settings.
Find the Meeting Privacy section.
Click Add Rule.
Write your rule in natural language.

Example rules that work:

"Mark private if we discuss employee compensation"
"Mark private if the title contains 'board meeting'"
"Mark private if we mention financial forecasts"

What doesn't work:

"Keep public if..." (the agent can only make things private, not public)
Vague instructions (be specific about what triggers the rule)

Adding exceptions

Exceptions let you say: This rule applies, UNLESS...

Example: "Mark meetings private if we discuss internal product features, UNLESS it's a call with our partner company Acme Corp."

To add an exception:

Click Edit on an existing rule.
Select Add Exception.
Specify the condition that overrides the rule.

Testing Before You Trust

Before you fully rely on the Meeting Privacy Agent, test it first.

How to test your rules

Go to the Meeting Privacy settings.
Click Test Rules.
Select past meetings from your list.
The agent will show you what would have happened if your rules were active.

What you'll see

A list of meetings and how the agent would've categorized them.
The reason why each rule applied.
Visual indicators showing if the agent's decision would differ from what actually happened.

A red "not equal" symbol means the agent would've made a different privacy choice than what actually occurred. Review these carefully.

Making adjustments

If the test results don't match what you want:

Review the reasons shown for each meeting.
Edit or delete rules that don't fit your actual needs.
Retest to see the updated results.
Repeat until you're confident.

Personal Settings vs. Workspace Settings

Your workspace owner or manager can create rules that apply to everyone. But your personal rules always take priority if there's a conflict.

Personal Settings: rules you create for your own meetings. Only managers and owners can create these.
Workspace Settings: rules set by your workspace owner that apply to all managers and owners.
If both have rules that conflict, personal rules win.

How the Agent Processes Your Meetings

What data the agent uses

The Meeting Privacy Agent evaluates:

Meeting title: is it a "board meeting" or "1:1 with CEO"?
Attendees: who was on the call?
Transcript content: what was actually discussed?
Meeting duration and time: when did it happen?

When rules run

Rules run automatically after each meeting ends. The process is quick—only adding about 20 seconds to meeting processing.

Important: rules run before workflows and recaps. This means private meetings won't trigger your usual workflows, protecting sensitive information before anything else happens.

Important Limitations & Guardrails

What the agent won't do

Never makes a private meeting public: if a meeting is manually marked private, it stays private. The agent can only add privacy, never remove it.
Doesn't apply to user-level meetings (yet): right now, only managers and owners can use this feature. Regular team members can't create their own rules, but this may change in the future.
Can't be applied retroactively: you can't apply rules to past meetings. Rules apply to new meetings going forward.

Why this matters: the agent defaults to more private, not less private. This protects you if the AI makes a mistake. You'd rather manually make a meeting public after the fact than accidentally share something sensitive.

What happens if rules conflict

If multiple managers and owners are on the same call and have different rules, all rules combine. If even one rule matches, the meeting gets marked private.

What to Expect in the Open Beta

The Meeting Privacy Agent is launching as an open beta feature. This means:

It's available to everyone: you can turn it on in your Settings.
Improvements are coming: the team is actively refining it based on feedback.
There may be occasional bugs: AI isn't perfect, so test thoroughly before relying on it completely.
Your feedback matters: report what works and what doesn't to help shape future updates.

Next Steps

To get started:

Enable the feature in your Settings under Meeting Privacy.
Review the default rules the system provides.
Create 2–6 custom rules that match your actual needs.
Test those rules against past meetings.
Once confident, turn off "private by default" and let the agent handle privacy going forward.

Pro tip: the most successful adoption happens when you're intentional about your rules. Avoid vague rules—be specific about what triggers privacy. The more precise your rules, the better the agent performs.

Need Additional Help?

If you have questions or need further assistance, the AskElephant support team is here to help!

You can reach our support team in several ways:

click the chat button in the bottom right corner of your screen,
email us at [email protected],
or use @askelephant support in your dedicated Slack channel.

We're committed to getting you the answers you need as quickly as possible.