Record a web conference call manually

Who can use this: Tech admin, Business admin

Available on: Any Gong plan

If a meeting is not configured to be recorded automatically, you can request Gong to record it by inviting the Gong Assistant, a virtual participant added to the calendar invite. This allows Gong to detect the meeting and record it according to your web conferencing provider settings.

Required permissions

To manually record a call a team member must:

• Have a Gong application seat

• Have Manually schedule & upload enabled in their permission profile

Add the Gong Assistant to the meeting invite

1. Add your company’s Gong Assistant email address (e.g., companyname@assistant.gong.io) as a participant to the meeting invite.

2. This can be done by the meeting host or any team member with the right permissions.

If the meeting is hosted by someone outside of your organization or if the calendar system doesn’t allow you to add participants:

1. Forward the meeting invite manually to the Assistant's email address

2. If the meeting time or date changes, you will need to forward each email with a meeting invite update to the Assistant. Gong cannot detect updates from previously forwarded invites.

Enable the provider

1. In Admin center > 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 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.

Recording consent settings still apply

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 meeting 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.

Note:

The Gong assistant records according to your company’s consent settings. Calls are only recorded if the meeting meets those requirements.

What’s not required for manual recording

When you manually invite the Gong assistant, these automatic recording conditions don’t apply:

• Gong doesn’t need calendar access for the user.

• Team members don’t need to have email or calendar capture enabled in their data capture settings.

• Exclusion rules don’t apply when the assistant is manually invited. This means meetings are still recorded even if they are private, or if participants, domains, or keywords appear on your organization’s exclusion lists.

Provider-specific behavior

In most cases, once the Assistant is added to the meeting invite and all prerequisites are met, Gong will record the meeting using either its bot solution or with a native integration, depending on the provider and your company's configuration.

Zoom

1. If your company uses native cloud recording, the Gong Assistant does not join the live meeting. Gong receives the recording directly from Zoom after the meeting ends.

2. If your company uses local recording (via the Record to computer files setting):

   • The Gong Assistant does join the live meeting as a bot.

   • The meeting host will need to grant the bot permission to record, unless the Zoom admin has enabled automatic recording permissions.

Microsoft Teams and Webex

1. Gong typically uses a bot to join these meetings.

2. 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.

3. To ensure successful recording, enable Gong’s authenticated bot feature, which allows the Assistant to join as a recognized user and bypass authentication barriers.