Calendar Sync, Meetings & Privacy

Calendar sync and meeting auto-log are convenient, but a calendar carries more than work meetings — doctor's appointments, interviews, personal errands. AspirePro draws two separate privacy boundaries so that convenience never means oversharing.

The two boundaries#

The import gate. Before anything else, AspirePro decides whether a private event is allowed into AspirePro at all. This is all-or-nothing — there's no masked title or "Busy" placeholder. If the gate is closed, the event simply never arrives.
The visibility lock. If a private event does get imported and matched onto a deal, the resulting activity is automatically marked private in AspirePro — visible only to you, unless you (or someone with access) explicitly shares it further.

These are independent controls. The first decides whether the event enters your calendar sync at all; the second decides who can see it once it's part of a deal's history.

What counts as "private"#

AspirePro reads the privacy marking your calendar provider already gives the event:

Outlook / Microsoft Teams — an event marked Private, or with sensitivity set to Confidential or Personal.
Google Calendar — an event with visibility set to Private.

You mark these the same way you always have, in Outlook, Teams, or Google Calendar. AspirePro doesn't add its own separate privacy flag on the calendar side — it trusts the marking already on the event.

The Include private events toggle#

Go to Account settings → Calendar, find the calendar you've connected, and look for Include private events on that calendar's row. It's off by default.

Off (default): private events are excluded from AspirePro entirely. They never sync in, so they can't be seen, searched, logged, or reported on by anyone — including you, in AspirePro.
On: private events sync in like any other event, subject to the same inbound filter rules as everything else on that calendar.

This is a per-calendar setting, not a global one — you can include private events from your primary calendar while leaving a shared or delegated calendar closed off.

Turning this on does not share your private events with anyone. It only controls whether the event reaches your own AspirePro account. Once it's in, the visibility lock below takes over for anything that gets logged onto a deal.

How a synced meeting becomes a deal activity#

Importing a meeting and logging it onto a deal are two different steps. See Meeting auto-log for the full mechanics; the short version:

The event syncs onto your calendar (subject to the import gate above).
AspirePro looks at the attendees. It needs at least one external attendee whose email matches a Contact — internal-only meetings (everyone's an AspirePro user) are never logged, and all-day events are skipped.
AspirePro finds the deals where that contact is the primary or an associated contact, and where the deal is still open.
For each matching deal, AspirePro creates or updates one activity per event — the subject is the event title, and re-syncing the same event updates the same activity rather than creating a duplicate. There's no separate "mark complete" step: being on the calendar and attending is treated as the completion.
The activity is never echoed back to your real calendar — auto-log is one-way, into AspirePro only.

Who can see a private activity#

If the source event was private, the activity auto-log creates is automatically set to private visibility the moment it's created — a human doesn't have to remember to do it. A private activity is visible only to:

Its owner (typically you, the calendar owner), and
Anyone explicitly listed as a visible-to user on that activity.

Nobody else — not other reps on the deal, not managers, not admins — can see a private activity by default.

The pin. If a person manually sets an activity's visibility (for example, flipping a private activity back to normal so a teammate can see it, or vice versa), that's a pin. Once visibility has been pinned by a human, calendar re-sync will never overwrite it again — sync only sets visibility automatically on activities nobody has touched yet. This means you can safely open up one meeting on an otherwise private calendar without every future re-sync reverting your choice.

Where you can make an activity private#

Make private appears in the row menu of meetings and emails you own — from your calendar, the Notetaker, HubSpot or logged by hand — because that's where a subject line can name a person or a problem. It isn't offered on calls, notes or other routine work. An activity that's already private always shows Share to this page, so it can be shared again.

Automations and private meetings#

Deal workflow automations — like the deal.meeting_scheduled trigger that fires reminders or notifications when a meeting is booked — do not fire for private meetings. A private meeting can still show up in your own activity feed and count toward your own view of the deal, but it won't trigger automations that would surface its existence (subject, time, attendees) to other people through notifications, Slack messages, or emails.

"I want to…" → use this control#

I want to…	Use this control
Stop calendar noise from flooding my deals (personal errands, internal syncs, unrelated meetings)	Per-calendar inbound filter mode — set it to "Only events matching my rules" and scope by category, title prefix, or organizer. See Email & calendar.
Keep everything I mark private out of AspirePro, full stop	Leave Include private events off (the default) for that calendar, in Account settings → Calendar.
Let my private events sync in, but keep them visible to only me	Turn Include private events on — the auto-private visibility lock still applies to anything auto-logged on a deal.
Stop auto-logging meetings onto deals altogether, and log them myself instead	Turn off "Log meetings onto matching deals" in Account settings → Calendar (this is `calendar.crm_auto_log`, on by default per user). See Meeting auto-log.
Share one private meeting with a specific teammate without opening up my whole calendar	Open the activity and change its visibility — that's a manual pin, and future re-syncs will respect it instead of reverting it.
Make sure a sensitive meeting never triggers a notification to the rest of the deal team	Nothing extra to do — private meetings never fire `deal.meeting_scheduled` or other workflow automations.

All of these layers stack: a calendar's inbound filter decides whether an event syncs at all, import_private decides whether a private event specifically is allowed through, calendar.crm_auto_log decides whether synced meetings get logged onto deals, and the visibility lock plus pin decide who can see the result. Nothing here shares a private event with anyone by default — sharing always requires either turning a private meeting's visibility on for someone, or the meeting simply never having been private in the first place.