Articles on: Meetings & protocols
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Visibility & Permissions for Meetings & Protocols


For general information on visibility and permissions, see the following article: Visibility & Permissions.


Adjusting Visibility

By default, a meeting is visible to the Participating Teams (organizers / participants / distribution) when it is created. Visibility can be adjusted both when creating the session and afterward using the shield icon By authorized users. However, visibility can only be restricted to the extent that the meeting remains visible to all participants.


Meetings are visible to all people in the project. For details, see Visibility & Permissions in Details.


Adjusting the visibility of a meeting does not affect the visibility of the tasks and topics in the meeting protocol.



If a participant is added to a meeting after it has been created—and that meeting was previously restricted in terms of its visibility to that participant—a notification will appear prompting the user to adjust the visibility to include The participant's core team. In this case, you can either accept the automatically adjusted visibility settings or select a different team so that the meeting is visible to all participants.



Visibility Settings When Transferring Tasks & Topics

The visibility of all items included in the protocol is extended to the teams of all participants as soon as the item is transferred to the interactive protocol. A corresponding notification appears so that, in case of doubt, users can verify whether extending visibility is appropriate. Alternatively, a new element can be created and integrated into the protocol.




If additional participants join the meeting at a later time, the visibility of the items is not automatically extended to those participants' teams. To make all items visible to those teams, you can extend the visibility of the item to include the relevant teams. For details, see Visibility & Permissions for Tasks & Topics.


Visibility & Permissions in Detail


Meetings



Project administrator

Project coordinator

Creator

Organizer

Participant

Remaining users

Create

*

*

–

–

–

*

View / Edit







 ‎  Show in list

*

*

*

*

*

*

 ‎  Show title, type, location, and date

*

*

*

*

*

*

 ‎  Edit Title, Type, Location, and Date

*


*

*



 ‎  Show participants

*

*

*

*

*

*

 ‎  Edit Participants

*


*

*



 ‎  Show options

*


*

*



 ‎  Edit Options

*


*

*



 ‎  View protocol (*)

*

* Restricted / With right of way *

* Restricted *

* Restricted *

* Restricted *

* Restricted / With right of way *

 ‎  Edit Protocol (*)







  ‎   Edit / Add / Delete entries

*


*

*

*


  ‎   Edit entries (**)

*


* Restricted *

* Restricted *

* Restricted *


  ‎   Post comments

*


*

*

*


  ‎   Delete comments (***)

* Restricted *


* Restricted *

* Restricted *

* Restricted *


  ‎   Create draft comments

*


*

*

*


  ‎   Edit draft comments

*


*

*

* As an author *


  ‎   Delete draft comments

*


*

*

* As an author *


  ‎   Set the schedule

*


*

*



 ‎  Inform participants

*


*

*



 ‎  Submit for approval

*


*

*



 ‎  View approval

*

* With right of way *

*

*

*

* With right of way *

 ‎  Approval

*


*

*

* Personal Approval *


 ‎  Rework the protocol

*


*

*



 ‎  Show visibility

*

*

*

*

*

*

 ‎  Edit Visibility

*


*

*



Copy / Create Follow-up Appointment

*


*

*



Delete

*


*

*




(*) Tasks and topics in the protocol are displayed to a user only if they are visible to that user. For details, see Visibility & Permissions.
(**) Users may only be able to edit certain tasks and topics in the protocol. For details, see Visibility & Permissions.
(***) Comments can only be deleted if they were not addressed to anyone and there are no new comments from other users.


Meetings, Visibility, Meeting Minutes, Team Visibility, Meeting Participants, Meeting Content, Organizer, Access, Permissions, Rights

Updated on: 07/07/2026