TL;DR
Every recording's sharing visibility is Private, Organization or Public. New recordings start with the member's default sharing visibility, which follows your organization's default unless the member changes it. Members can also change the sharing visibility of recordings they already have.
What counts as a recording
If it's in your recording library, it's a recording. That includes every practice session you save, every file you upload, every real call imported from Gong or Outreach Kaia, and every meeting Yoodli records for you.
For admins: when you're looking for a member's roleplay, practice session, upload or real call, you're looking for a recording on that member's account. It shows up in the organization's recording library once its sharing visibility is Organization or Public.
What determines a recording's sharing visibility
When a recording lands in a member's recording library, its sharing visibility is set to the member's default sharing visibility. Every member starts with Default to org setting, so unless they change it, their recordings follow the organization's default.*
After that, the member can change the recording's sharing visibility.
* Exception: Outreach Kaia calls are imported as private, whatever the defaults. The member can then change them as normal. This is currently the only exception.
The three sharing visibility options
Sharing visibility | Who can view the recording |
Private | The member, plus anyone they share it with by email. Admins can't view it. |
Organization | Admins, in the organization's recording library, plus any org member with the link. |
Public | Admins, in the organization's recording library, plus anyone with the link. |
Changing the organization default
Admins set it in Org settings > Sharing settings > Default sharing visibility: Organization, Private or Public.
Members on Default to org setting will follow it.
Members who set their own default to Private or Public will override it.
Changing it will affect new recordings only. The sharing visibility of existing recordings will not be affected.
Changing a member's own default
Each member sets it in their Settings, under When I Record a Speech… > Default sharing visibility (applies to new Yoodlis):
Default to org setting: new recordings will follow the organization default. This is where every member starts.
Private: new recordings will be set to private, overriding the organization default.
Public: new recordings will be set to public, overriding the organization default. If your organization has turned off public links, they will follow the organization default instead (see below).
Changing it will affect new recordings only. The sharing visibility of existing recordings will not be affected.
Turning off public links
Admins can turn off public links, which stops members from choosing Public as a recording's sharing visibility. To do this, go to Org settings > Restricted sharing > Manage and turn off Allow public share by link.
New recordings that would otherwise be set to Public will follow the organization default instead.
Troubleshooting
I'm an admin and can't see a member's recording
The recording is private. Ask the member to share it with the organization, or with you by email.
I changed the default, but older recordings didn't change
Defaults only apply to new recordings. Ask members to change the sharing visibility of recordings they already have.
A member's recordings are private even though our default is Organization
The member's own default is set to Private, which overrides the organization default. They can change it to Default to org setting in their Settings.