Organizations can add an additional layer of security to their rooms in order to prevent sharing with external parties by leveraging our Private Rooms setting.
In addition to adding more security by enabling and using Watermarking on documents, you can now convert an existing room to a Private Room. Private Rooms restrict access to any external, unapproved users.
By default, the Private Room is accessible only to members of the whitelisted organization(s)
The Private Room feature needs to be enabled in Room Settings for each existing room you choose.
No members of unapproved organizations can be invited to the Private Room.
The user who converted the room may request to add additional organization(s) to a Private Room by contacting email@example.com.
The Private Room will stay private even if the room creator is no longer active or is removed from the room.
Converting existing rooms to private
You can convert existing rooms to private if they contain only members from the approved organization(s).
If your room has members from unapproved organization(s) or active invites for members, please remove them from the room first.
To convert your room to a private room:
Enter the room you want to convert to a private room.
Click Settings on the left side menu.
Toggle ON for the Private Room option.
You can easily check your room's status from the dashboard or room directly.
All Private Rooms are marked with a lock icon.
Private room example on the dashboard
Inviting members to a Private Room
You can add ONLY people belonging to the approved organization(s) to your Private Room (their email addresses are from a whitelisted domain).
From the Teams page in your room, click Invite Users from the desired Team's card.
Type the email addresses you want to add to the team (use a comma as the separator).
Check all the emails you've added to make sure they are correct and members of the whitelisted domain.
Click Send Email Invite if you want to send only the email invite.
Click the drop-down menu next to Send Email Invite if you want to Create Invite Link. The System will generate an invitation link, which will be copied to your clipboard and ready to send directly to the invitee to have them set up their account and access the
The team's card will show the status of all invited members.
If needed, you can Copy the Invitation link, Resend or Delete each individual invitation.