Access

Metaview restricts which users have access to call transcripts, recordings, and notes from your organization.

Organizations

To protect confidentiality and uphold our responsibilities as a data processor, Metaview assigns each conversation to a single, clearly identified customer organization before any processing takes place. This ensures that only authorized users from that organization (as described in the rules below) get email notifications, have access to, and manage the resulting notes and data.

Ownership is determined based on how the call was scheduled or how Metaview was invited to join, using predefined rules enforced by our system. If ownership cannot be reliably determined, the system will prevent the bot from joining the call.

1. Automatic scheduling

When Metaview is added to a video conference call automatically via integrations, the system assigns ownership based on which organization the integration belongs to. This applies to ATS, Calendly, and Calendar (Google or Outlook) scheduling.

See for more details.

2. Manual scheduling using in-app methods

When a user invites Metaview through the Metaview app, either by using the in-app calendar widget or the “Join ongoing call” option, ownership is assigned to the organization the user is signed into.

See and for more details.

3. Manual calendar invites

When Metaview is added manually to a calendar event notes@metaview.ai, the system assigns the conversation to a customer organization using the following logic:

• Initially, based on the first known user who invited Metaview.

• If that user can’t be identified or is not associated with a known customer organization, to the organization of the calendar event organizer.

Manual invites always take precedence over automatic scheduling for the same event.

Please also note that when the Metaview bot joins a video conference call, it appears under a name clearly stating the inviting organization’s identity. This makes it clear to all participants which organization has authorized the bot’s presence and will control the resulting data.

Call invitees and participants

By default, all people from the customer organization assigned to the call who are invited to the call will get an automated email notification and have access to the notes. Additionally, any users who are later added manually as "Interviewers" in the call transcript (see for details) will also have access to the notes on their Metaview account.

Automatic email notifications are sent to all interviewers when their notes are ready. Individual users can unsubscribe from email notifications. Alternatively, email notifications can be disabled for your organization.

Please contact support@metaview.ai to disable email notifications.

Event organizers

Whether event organizers get access by default to calls that they schedule on Metaview is a configuration that is set at the organization level.

• If there is a team or individual who schedules calls on behalf of interviewers in your organization, we recommend disabling the Event Organizer Default Access setting. Metaview will still attempt to detect their presence on the call as a participant.

• If everyone schedules their own calls in your organization, we recommend enabling the Event Organizer Default Access setting.

Email notifications are only sent to event organizers if they have access to the call.

Additionally, the person who invites Metaview to a meeting using one of the approaches doesn't necessarily get access to the call. In most cases, they would also need to be a call participant or an account admin to access the call. This means that if you have a coordinator on your team who organizes events and invites Metaview on behalf of colleagues, they wouldn't normally be expected to get access to the call recordings, transcripts, or notes.

Account admins

Users who have been assigned an account admin role will have access to all calls within their organization. Please see for more information on assigning admins.

Email notifications are not sent to admins.

Recruiters and Hiring Managers

Organizations that have an ATS integration may be eligible to provide certain user roles like recruiters or hiring managers with access to calls for job postings they are responsible for. If this applies to you, you will need to look under to find all the interviews you have access to.

Internal candidates

By default, all people from your organization who are invited to the call will have access to the notes and receive an email notification, including any internal candidates who would be invited with their work email. Here are some suggestions if you want to avoid providing internal candidates with access to their calls and receiving email notifications:

• Invite internal candidates using their personal (non-work) email address

• Use a separate calendar invite for Metaview and for internal candidates

• Add Candidate email: <insert-candidate-email@yourcompany.com> to the calendar event description to let Metaview know which participant on the invite is the candidate on the call

Request Access

When someone who does not have access to a conversation tries to access a conversation that they do not have access to, they will be blocked. The request will be sent by email to the owners of the call, who can then opt to grant access.

To share a conversation with someone who does not have access, we recommend using the feature.

Please contact support@metaview.ai if you have any questions or would like to customize your organization's notes access settings.