External Meeting Recording Visibility

We’re updating how External Meeting Recording Visibility works in Fathom. Here's what you need to know.

Soon, admins will see a banner in the app about upcoming changes to external meeting visibility settings. Starting August 1, organizations will be automatically opted in to the new external sharing settings.

Starting August 1, external call sharing will be enforced based on the settings defined in either your Team Settings or Organization Settings within Fathom.

If no action is taken before that date, your current settings will automatically become the default.

👉 Note: This applies to new calls only — past meetings won’t be affected.

This setting controls who in your organization can view your external meeting recordings by default.

Here are the available options:

• Users Choose – Individual users decide if their recordings are visible to others.

• User’s Team – Recordings are automatically visible to the user’s team only.

• All Teams – Recordings are visible to everyone across all teams.

Once your org is opted in (either automatically or manually), the visibility setting can be overridden by an admin at the org.

If overridden:

• Users will no longer be able to change their own visibility setting.

• You’ll see a lock icon and a message saying it’s “Locked by Team Admin.”

• The option “Make external meeting visible to your team by default” in personal settings will be disabled.

Admins can manage these settings per role/team in Organization Settings.

Each role can be configured with:

• Default – Inherits the org-level setting.

• Users Choose – Lets individuals on that team choose their setting.

• User’s Team / All Teams – Overrides user control and applies a consistent visibility rule across that team’s new calls.

If you are an admin, you will not be affected by override restrictions. Team Admins can see your visibility settings:

• If you are not an admin, settings that have been locked by your organization or team will appear greyed out with a lock icon (see screenshot for reference).

• If it’s white, it means your role or team has custom settings applied.

You’ll either be:

• Opted in manually (you’ll need to choose your setting), or

• Automatically opted in after a countdown, which you’ll see in the banner

💡 If you're not seeing these screenshots on your end, they’re only visible to your team admin. Feel free to reach out to them for help!

Have questions about what this means for your team or how to set it up? Reach out to us — we’re happy to walk you through it!