Otter Enterprise workspace admins can manage automatic conversation sharing settings for calendar events across their workspace. Admins can choose which sharing options are available to members, set the default sharing preference, apply changes to existing members, or disable automatic sharing with meeting guests to help control access to meeting notes.
Manage workspace sharing settings
Configure which automatic sharing options are available to members and choose the default setting for calendar event conversations.
- Click your profile in the upper-left corner.
- Under your Enterprise workspace, click Manage Workspace.
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Select the Settings tab to view and manage all your workspace settings.
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Locate Sharing & Permissions to manage your share settings.
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Click Default auto-share setting. In the configuration window, select the sharing options available to members and choose the default sharing setting.
The available options determine which meeting guests can automatically access a member's calendar event conversation. Learn more about each sharing option.
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After selecting the available sharing options and default setting, click Next.
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Choose how the updated settings will apply to existing members:
- Apply to all: Overrides existing member sharing preferences with the new workspace default. New members will also use the selected default setting.
- Apply to all, but keep member customizations: Preserves individual sharing preferences that members previously customized, provided those options are still available. Members without customizations and new members will use the workspace default.
Click Apply changes to confirm.
Note: If you choose to preserve member customizations, any member using a sharing option that is no longer available will automatically be switched to the new workspace default.
Once applied, the updated workspace settings will be reflected in each member's Account Settings → Meetings → Default audience for shared notes. Members can choose from the sharing options permitted by the workspace admin.
Turn off automatic sharing for the workspace
Workspace admins can disable automatic sharing with calendar event guests by removing all guest-sharing options. This prevents meeting notes from being automatically shared with guest participants across the workspace.
- Navigate to Manage workspace → Settings and click Edit for the automatic sharing settings.
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Uncheck all guest-sharing options, leaving only Don't share - keep meeting notes private selected.
- Click Next, choose how the changes should apply to members, and click Apply changes.
Once applied, Don't share - keep meeting notes private will be the only available automatic guest-sharing option. This applies at the account level, including individual calendar event guest-sharing settings.
FAQs
Can I lock workspace sharing settings to one option?
Workspace admins cannot lock the individual guest-sharing options All event guests, Guests with email address, or Guests who are members of the workspace. Members can still select from the available options in Account Settings → Meetings.
However, admins can effectively disable automatic guest-sharing across the workspace by allowing only Don't share - keep meeting notes private. This removes all other automatic guest-sharing options.
See Turn off automatic sharing for the workspace for instructions.
Can I remove the "Don't share - keep meeting notes private" option?
No. Don't share - keep meeting notes private is always available so members can choose not to automatically share their meeting notes with calendar event guests.
Why did a member's sharing setting change after I chose to keep member customizations?
The Apply to all, but keep member customizations option preserves a member's previous sharing preference only when both conditions are met:
- The member previously customized their account-level sharing setting.
- The selected sharing option remains available after the workspace admin updates the settings.
If a previously selected option is removed, the member's setting automatically changes to the new workspace default.
Example
- A member previously customized their account-level sharing setting to Guests with email address.
- The workspace admin updates the available options to Guests who are members of the workspace, All event guests, and Don't share - keep meeting notes private.
- The admin selects All event guests as the workspace default.
- The admin chooses Apply to all, but keep member customizations.
- Because Guests with email address is no longer available, the member's sharing preference changes to All event guests, the new workspace default.
Can I turn off automatic sharing to channels?
No. Workspace admins can disable automatic sharing with calendar event guests, but this setting does not disable automatic sharing to channels.
Members can still configure individual calendar events to automatically share conversations with channels.
Can I manage workspace automatic sharing settings on the mobile app?
No. Workspace automatic sharing settings are not available in the Otter mobile app. Admins must sign in to Otter using a web browser and navigate to Manage workspace → Settings to configure these options.
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