Automatically record web conference calls

Tech admin, Business admin

Any Gong plan*

To automatically record web conference calls, several configuration and permission-related settings need to be in place. These include calendar and conferencing tools, user permissions, data protection settings, and (if applicable) recording consent. This article outlines each requirement in detail.

Gong must have access to the meeting

1. Connect your company’s Gong account to an email/calendar provider

   • Gong must be able to connect to a supported email/calendar provider such as Google Workspace or Microsoft Outlook.

   • The connection can be either company-wide or user-by-user. If company-wide, the admin must give Gong read permission to the calendar. If user-by-user, each user needs to connect their Gong account to the calendar provider and grant Gong read access permission to their calendar.

     

     Note:

     If calendar read access is not granted, Gong cannot determine meeting details or schedule recordings.

2. Enable calendar import for the company

   In Company settings > Data capture > [Google Workspace or Outlook] > Import settings

   Make sure the toggle for Import calendar meetings is turned on.

3. Ensure meetings exist in the user’s primary calendar. To also enable import from secondary calendars, go to: Company settings > Data capture > [Google Workspace or Outlook] > Import settings > Advanced

   Make sure the toggle for Only import meetings from a team member’s primary calendar is turned off.

Timing matters

Gong requires at least 30 minutes between when it receives the invite, or any updates to the invite, and the start of the meeting to schedule the recording.

One participant must be a recordable user

Gong checks whether at least one meeting participant is recordable.

A recordable user:

1. Has a seat for a Gong application

2. Has the Web conferences toggle turned on here: Company settings > Team members > [User] > Data capture > Web conferences

   

3. Gong has access to the user’s calendar, either through a company-wide connection or an individual user-based connection

The meeting parameters must not trigger exclusion rules

Gong will not auto-record a meeting if it matches exclusion criteria defined by your organization here: Company settings > Data protection and privacy > Web conferences to exclude from capture

These include any of the following parameters in the exclusion list:

1. Email domains

2. Specific participants (by email address)

3. Keywords in the meeting title

   

4. Meetings marked as Private in the user's calendar (Google Calendar or Outlook)

   

The meeting must use a supported and recognized conference link

1. The meeting invite must include a valid, recognized web conference URL from a supported provider (e.g., Zoom, MS Teams, Webex).

2. The link should not be modified or wrapped (e.g., by Proofpoint or other third-party tools) as this may render the link unrecognizable by Gong.

The web conference provider must be enabled and set up correctly

1. In Company settings > Data Capture > Web conferencing, make sure the toggle for the provider (e.g., Zoom, Google Meet, etc.) in the first column is enabled.

2. Each enabled provider must also be set up correctly. In the last column of the provider table, click on Settings to ensure the configuration settings are correct for that provider.

3. Check the Details column for any errors or warnings regarding the web conference provider status.

Internal web conference calls

Gong will record internal meetings depending on two parameters:

1. Under Company settings > Data Capture > Recording settings > Should Gong record internal web conference calls?

   

   The first option above should be selected.

2. Calls are defined as internal according to the domains listed in: Company settings > Data protection and privacy > Internal domains

   Add all domains used by your employees (e.g., @yourcompany.com, @subsidiary.com) so Gong can identify internal-only meetings.

Participant recording settings

Gong checks the data capture settings for each participant.

1. Never record setting

   If any participant has Never record enabled, the meeting will not be recorded — regardless of the settings of other participants. You can find this setting at: Company settings > Team members > [User] > Data capture > Web conferences > Never record

2. Gong will record the meeting if the host is defined as a recordable user. If the host is not, Gong checks if:

   • At least one other participant is recordable, and

   • The following option is selected:

     Company settings > Recording settings > Which meetings should be recorded? → Option 2: Web conference calls organized by anyone in your company, with a recordable team member invited

Recording consent settings (if enforced)

If the recording consent profile of the call owner has Enforce consent enabled, Gong will record the meeting only if:

1. The meeting uses a Gong consent-enabled link

2. The link type (static or dynamic) matches the configuration of the web conference provider in the consent profile

3. The meeting description does not contain a different web conference URL that allows participants to bypass consent

4. The consent-enabled link does not belong to an external company (e.g., another Gong customer who also uses Gong consent)

5. Before joining the meeting, none of the participants click Join but don’t record on the Gong recording consent page

Additional provider-specific requirements

Zoom - Native recording

1. The host must have a valid Zoom license

2. Zoom settings for the host must include permissions for auto-recording

3. The Zoom user must match the Gong user

   For example, if an employee creates a calendar event on behalf of a manager, but the employee uses their own Zoom login, there will be a mismatch between the meeting host (the manager) and the Zoom user (the employee). In such a case, the meeting will not be recorded.

   If Zoom native recording is not available, Gong will attempt bot-based recording.

Zoom - Local bot recording

1. Make sure Record to computer files is enabled in Zoom settings

2. Gong’s recording bot will ask the meeting host for permission to record, which must be granted.

3. This permission can also be automatically granted using a Zoom app installed by your admin.

Note:

If the display name in the Zoom call is unrecognized, Gong may not be able to match participants to Gong users. This can affect both native and bot-based recordings.

Microsoft Teams and Webex – Bot recording

1. These providers may require participants to pass a CAPTCHA or block non-authenticated users from joining calls. This can prevent the Gong bot from joining the call, and the meeting will not be recorded.

2. Gong’s authenticated bot feature resolves these issues by allowing it to join calls as a pre-authorized, trusted user.