Create consent profiles

Tech admin

Company settings > Data capture > Recording consent

Customize the pre-call email, consent page, and audio prompt settings for each profile.

1. In the Recording consent settings page, click Add Profile or click an existing profile to edit it.

2. Enter a Name and Description for the profile.

Set the consent page options

1. In the Consent page section, if you want to get consent to record before starting/joining the meeting, set the following:

   1. Consent page. Switch to On and click Show settings. This enables but does not enforce displaying the consent page before opening the meeting. Without enforcing the consent page, Gong may record meetings where consent was not explicitly given.
      

   2. Enforce use of consent page. Check to ensure Gong only records meetings where consent was explicitly given to record the call. If additional meeting links are included in the invitation, the call may not be recorded.

   3. Send team members an email when they don’t use the consent page link. Check to send an email reminder that meeting links should be set up with the Gong add on.

Set the Web conferencing provider options

In the Web conferencing provider section. Click Choose provider to select the web conferencing provider the consent profile is for. Different settings are available for different providers.

1. Link settings. If your web conferencing provider is Zoom, Google Meet, Microsoft Teams, or Webex select the meeting link type for the consent profile.
   

   1. Dynamic link. the meeting link is dynamically generated for each meeting.

   2. Personal meeting room. the meeting link is the same for each meeting

   3. Let host decide. Expand Advanced to select Let host decide, which allows the person setting up the meeting to decide which type of link to use.

   See Understanding recording consent for considerations of which link to choose.

2. Link configuration. Select how you want to configure links. These settings are available for all providers.
   

   1. Protect static links with a unique token. Secure static or personal meeting room links by adding a token, making it harder to hack into the meeting.

   2. Allow participants to join meetings with unprotected links until <date>. This is for meetings set before the setting that static links should be protected. Meetings with unprotected static links can be recorded for 90 days after this is set.

Set the recording consent type

Set whether participants can join a meeting if they don’t consent to being recorded.

• Participants can choose to cancel recording and join the call. recording is stopped if someone joins the call and refuses to be recorded. This option is available for Zoom, Google Meet, Microsoft Teams, Webex, GoToMeeting, Ring Central Meetings, Ring Central Video, Amazon Chime.

• Participants must consent to join the call. a participant who doesn’t want to be recorded can’t join the call.

Set the Company assets

• Show company logo. Check to display the company logo and set the link to the location of the image file for the logo.

• Click Revert to default to use the default file.

Set supported languages

The consent page is localized when any added language matches the default language of the participant’s browser. When the default doesn't match any language listed here, the consent page is displayed in English.

1. Click Add language to add a consent page in that language. Select the language and edit the settings:

   1. Recording consent notice. Enter the description you want to display in the consent page in the language you selected.

   2. Data protection policy. Enter the title for the link to the data protection policy and select whether:

      1. When clicked present the following customized text. enter the text you want to display

      2. Redirect to our company data protection policy (opens in a new tab). select the file which contains the data protection policy.

2. Click Preview consent page to check the page displays properly.

Set the pre-call email

Automatically send pre-call emails to external invitees 10 minutes before the call, reminding them about the call and letting them know that it will be recorded. The email is sent from the Gong email server for all recorded calls, including calls recorded with native Zoom recording, calls scheduled via the Gong homepage, and calls recorded by adding the Gong assistant.

1. Switch Pre-call email on to enable the pre-call email. Check Show settings to customize the email.

2. Customize the email subject and sender name. Use variables where necessary.
   

3. In the Email body section, in the Email opening field, add the main body of the email. In the Signature, add the content for ending the email.

4. In the Legal footer, add a legal disclaimer.

5. Customize the company information in the email;

   1. Select whether you want the company logo to appear in the email and provide the path to the file with the logo.

   2. In Company name, if you want to use a different company name in the emails, enter it here, and provide a link to the Privacy policy.

   3. Review the preview of the email and click Send me a sample email if necessary.

About variables

The pre-call email includes the following variables, populated with info from the meeting invite.

Set the audio prompt

The audio prompt makes a verbal announcement that the call is being recorded. If using JoinMe, the audio prompt is only available if the call host has signed in to the web conference call using their computer. If you disable the audio prompt, ensure you have another notification in place.

1. Switch the Audio prompt on and click Show Settings.
   

2. Select when the audio prompt should be played:

   1. Play the prompt once, shortly after the first guest with their audio on

   2. Play the prompt shortly after each guest joins the call with their audio on. Each participant hears the audio prompt. Gong identifies participants belonging to your company and doesn't play the audio prompt when they join the call.

3. (Optional) In the Language area, click Change language to select the language for the audio prompt.

4. (Optional) Don't play the audio prompt if the consent page is used. Set this so that the audio prompt doesn’t play if consent was explicitly given to record the call.

5. Select the voice and text of the audio prompt. Click to listen to the audio prompt. The default voice and text is Female: “We’re recording this call for better-note taking, following up and training purposes”
   

Audio prompt in Zoom

Zoom conversations can be recorded either with the native Zoom recording or by adding the Gong bot to the call depending on your company setup.

When the call is recorded with the Gong bot, if Gong is able to, Gong will play the Zoom audio prompt. If the Zoom audio prompt can’t be played, the Gong audio prompt will be played.

When native Zoom is configured, the Zoom audio prompt is used.

If Zoom’s audio prompt setting is turned off for the user, the audio prompt isn’t played.

Save the profile

For new profiles, click ADD PROFILE.

If you are editing a profile click UPDATE to save the changes.

Set default profile

The default consent profile is automatically assigned to new team members.

To set the default profile:

• In the Recording consent page, next to the name of the profile you want to set as the default profile, click > Set as default.