Manually request recording of web conference calls

Tech admin, Business admin

  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. This article outlines the prerequisites needed for a manual recording request to succeed.

The user must have the right permissions

To manually request a recording, the user must:

1. Have a seat for a Gong application

2. Have a permission profile with Manually schedule & upload enabled. This setting can be verified in: Admin center > People > Permission profiles > [Profile] > Call and email actions

Add the Gong Assistant to the invite

1. Add your company’s Gong Assistant email address (e.g., [email protected]) 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.

Note:

The older generic assistant address ([email protected]) can no longer be used for manual recording. You can find your company’s unique assistant address in the blue notification box under: Company settings > Data capture > Recording settings > Web conferencing calls > Select the name of the recording bot

The meeting must use a supported and recognized conference link

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 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.

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:

Manually scheduling a recording cannot override these requirements (i.e., inviting the assistant to a meeting that doesn’t use a Gong consent-enabled meeting link will not enable that meeting to be recorded.

What Gong does not require for manual recording requests

The following conditions which apply to automatic recording do not apply when manually inviting the Assistant:

1. Gong does not need access to the user’s calendar meetings

2. None of the internal meeting participants need to be marked as a recordable user

3. Gong will not apply exclusion criteria from recordings such as private meetings, blocked domains, keywords, or specific participants

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.