Enable the Gong consent page

Who can do this: Tech admin

Only one web conferencing system can be set up per consent profile. You can use multiple web conferencing systems to record calls, but in each consent profile, the consent page can only be tied to one system's link (because it is based on a personal link).

Follow the steps below as part of the flow for adding or editing a consent profile.

1. Before you begin, make sure that the web conferencing system that the relevant profile uses is turned on in Gong.

2. Click Company settings > Data capture > Recording consent and add or edit a consent profile.

   In the consent page section, you can see if the consent page was enabled and if an email was sent to team members set to be recorded with their consent page link.

   Note:

   Participants won't be able to join a meeting scheduled with the consent page link using web conferencing hardware such as Zoom Rooms or Google Meet.

3. Click Settings, and enable the consent page.

4. Select how you want to use the consent page in your org:

   To enable the consent page, but have its use optional:

   • Select Consent page enabled.

   To make sure everyone uses the consent page:

   1. Select Consent page enabled.

   2. Select Consent page enforced.

      When enforced, it is not possible to override this setting, for example, using [email protected].

5. Select your org's web conferencing system.

6. If using Google Meet or Zoom - set the Link settings:

   WHAT IS THIS? The consent page link is a URL that people at your company should send out as part of the meeting invitation. If you have Google Meet or Zoom, you have the option to use dynamic links to the consent page. If not, you can only use a static link.

   For a more details, considerations, and best practices for all the options in this step, read this article.

   1. Select the link type:

      • Dynamic link - a unique URL to the Gong consent page is generated for each meeting. This option requires that you are connected to your web conferencing system via API, and that meeting hosts use the Gong calendar add-in. Participants can dial in to meetings when using this option.

      • Personal meeting room (static) - a static URL to the Gong consent page is used in the meeting invitation. Where auto-sync is available, hosts can use the link to the personal meeting room, and participants are automatically routed to the meeting via the Gong consent page. Where auto-sync is unavailable, hosts should manually copy the static link to the Gong consent page which can be found in their Gong profile page. Participants cannot dial in to meetings when using this option.

      • (Advanced) Let host decide Lets the call host decide whether they want to use a dynamic or static link to the consent page. The host can either use the Gong calendar add-in to add a dynamic link to the meeting invite, or they can use their personal static link for cases where scheduling tools are used or if someone is scheduling the meeting on their behalf.

        Use this option if some meetings are scheduled by someone on behalf of someone else (e.g. SDR for AE).

   2. Configure the link personalization in the Link configuration area:

      1. Turn on protected static links to add a unique token at the end of every static link.

         Note:

         If your team has scheduled meetings using static links, they will need to update every invitation with the new static link with the token. We will send them an email letting them know they need to do so.

      2. Change your company name, if desired. Make sure whatever you enter abides by standard valid URL rules.

         The consent page URL replaces the meeting URL in the invitation in order to make sure participants consent to call recording. You can edit the part of the URL that contains your company name if you want.

         Example of dynamic link:

         https://join.gong.io/[YOUR COMPANY NAME]/[firstname].[lastname]/[unique meeting ID]

         Example of personal room (static) link:

         https://join.gong.io/[YOUR COMPANY NAME]/[firstname].[lastname]

         Note:

         For some web conferencing providers, you need to make sure that your team members manually associate the consent page link with their personal meeting link. Go here for more information.

         Tip:

         Using Google Calendar or Microsoft Outlook? Install the add-on for your company so that web conference schedulers can add the link to the consent page in one click when scheduling a meeting. Using the add-in is mandatory if you set the link type to dynamic links.

         Learn more:

         Gong for Google calendar: install domain-wide or per individual.

         Gong for Outlook: install domain-wide or per individual.

7. Select the consent page version you want - "may opt-out" or "must consent":

   • Participants may opt-out of recording: your participants can join the call and the recording is stopped at that point. This option is supported by the following providers: Zoom, Google Meet, Microsoft Teams, Webex, GoToMeeting, Ring Central Meetings, Ring Central Video, Amazon Chime.

   • Participants must consent to join the call: your participants only have the option to join the call that will be be recorded - if they continue, they consent to be recorded. If they don't wish to be recorded, they can elect to not join the call. This is available for all supported web conferencing providers.

8. To use your org's logo, select Company logo and paste a link to your company URL in the box.

9. In the Languages and text area, fill out the form for the English language page:

   1. To change the Recording consent notice, type a different description.

   2. To customize the title of your Data protection policy, type the title you want in the Link title box.

   3. To set what happens when somebody clicks the title, select one of the following:

      • When clicked present the following customized text - and then type customized text you'd like to show.

      • When clicked, open the following web page on a separate tab - and then add the link to your org's privacy policy

      The policy will be shown on the consent page.

10. To look at your consent page, click PREVIEW CONSENT PAGE.

11. Add languages that you want to show the consent page in, according to the default browser language of the meeting participant: Repeat steps 8-9 for each language you want to make available.

12. (Optional) To send people an email if they use their web conferencing provider link instead of the consent page link, select Send team members an email when they don’t use the consent page link. This mail will prompt them to associate their personal meeting link with the consent page link.

13. At the bottom of the page, click UPDATE. Before changing any of your settings, see how Changing the consent page settings affects working with the consent page.