Feature Summary
Default Room Share Level lets an account Admin choose the access level that every new room opens with, configured once in the Admin Center under Default room access. Instead of setting access on each deal manually, reps get new rooms that already open at the access level the account chose. The setting applies to new rooms only and never changes rooms that already exist. Default Room Share Level is available on the Enterprise plan.
Prerequisites
Plan: Enterprise
Role: Admin or Owner. The setting lives in the Admin Center, which Managers and Users cannot open.
How to set the default room access level
Open the Admin Center from your avatar dropdown.
On the Settings tab, find Room access.
Click Configure to open the Default room access window.
Select one of the five access levels for new rooms:
Anyone with the link - no sign-in needed.
Anyone with the link (ask for name) - clients enter their name.
Require an email address to enter - clients verify their email.
Only permitted users & companies can enter - only people you invite.
Password Protected - clients enter a shared password.
If you select a restrictive level (Require an email address to enter, Only permitted users & companies can enter, or Password Protected), check the confirmation box: "I understand that choosing this option can reduce client engagement and potential room entries for the entire account."
Click Save.
The account default updates and applies to every new room created from that point forward. Rooms that already exist are not affected.
What buyers see
Buyers never see the Default room access setting. Buyers experience only the access level the room opens at. For example, when the default is Require an email address to enter, buyers are asked to enter and verify an email address before the room loads. When the default is Password Protected, buyers are asked for the shared password for that room.
How to override the default on a single room
The account default sets the starting access level for new rooms, but a room Owner can still change access on any individual room.
Open the specific room.
Open the room's Share settings.
Select a different access level for that room.
Changing one room's access level does not change the account default and does not affect any other room.
Default Room Share Level vs. per-room share settings
Default Room Share Level and per-room share settings control the same five access levels, but at different scopes. Default Room Share Level is an account-wide policy that decides the starting access level for all new rooms. Per-room share settings let a room Owner change the access level on one specific room without affecting anyone else.
| Default Room Share Level | Per-room share settings |
Best for | Setting one consistent starting access level for every new room across the account | Adjusting access on a single room for a specific deal |
Key difference | Account-wide, applies to new rooms only | Applies to one room, set by the room Owner |
Who can change it | Admin or Owner, in the Admin Center | Room Owner, in the room's Share settings |
Available on | Enterprise | All plans |
Limitations
Applies to new rooms only. Setting or changing the default never changes rooms that already exist. Existing rooms keep their current access level.
No enforcement lock. A room Owner can still change any individual room to a different access level. The default sets the starting level - it does not lock rooms to it.
Account-level only. The default is set once for the whole account. It cannot be set per team, per user, or per room group.
Only permitted users & companies default starts empty. When the default is Only permitted users & companies can enter, each new room starts with an empty allowlist. Anyone who tries to enter is blocked until the room Owner adds them to that room's allowlist.
Troubleshooting & FAQ
Expected blocks
Save button stays greyed out
What this means: You selected a restrictive access level (Require an email address to enter, Only permitted users & companies can enter, or Password Protected) and have not yet checked the confirmation box. Save stays disabled until the box is checked.
How to fix it: Check the confirmation box below the access levels, then click Save.
The Default room access setting is not editable
What this means: The account is not on the Enterprise plan. Admins on Private, Free, Basic, and Pro plans can see the setting with an upgrade prompt but cannot change it.
How to fix it: Upgrade the account to Enterprise to edit the default room access level. Contact your Aligned account team to upgrade.
"Only admins can access this page"
What this means: The Admin Center is limited to Admin and Owner roles. A Manager or User who tries to open the Admin Center, or opens an Admin Center link, sees this message and cannot reach the Default room access setting.
How to fix it: Ask an account Admin or Owner to set the default room access level, or ask them to update your role. Account roles are managed in Members.
FAQ
Q: Does changing the default room access level change my existing rooms?
Changing the default room access level does not change any existing room. The new default applies only to rooms created after the change. Existing rooms keep their current access level until an Owner changes each one manually.
Q: What access level do duplicated rooms use?
Duplicated rooms use the current account default access level, not the access level of the room they were copied from.
Q: Does the default apply to rooms created from templates, the AI Deal Builder, or CRM?
The default room access level applies to every new room regardless of how it was created, including rooms created from scratch, from a duplicate, from a template, from the AI Deal Builder, and from Salesforce or HubSpot.
Q: If the default is Password Protected, do I have to set one password for the whole account?
When the default is Password Protected, each new room automatically gets its own unique password. You do not set a single account-wide password. The room Owner can view and share each room's password.
Q: What happens to the default if my account leaves Enterprise?
If the account loses Enterprise access, the default room access level reverts to Anyone with the link. Existing rooms keep their own access settings, and new rooms created after the change open at the Anyone with the link level.