Record calls

Who can use this: Any team member

Available on: Any Gong plan

Most calls record automatically once your calendar is connected. For calls that do not record automatically, like last-minute meetings, calls hosted by someone outside your company, internal meetings your company excludes, or calls already in progress, you have a few options.

Recording eligibility depends on who organizes the meeting, not just who invites the Gong recorder. Gong identifies meetings to record by scanning the organizer's calendar. If you are not the organizer, Gong may not detect the meeting automatically. The organizer must also accept the meeting invite. If they decline it, Gong treats the meeting as canceled. For calls organized by someone outside your company, Gong does not record them automatically, so you need to record them manually.

Schedule a meeting so it records automatically

The most reliable way to ensure a meeting records is to use the Gong calendar add-on when scheduling. The add-on generates a valid conferencing link that Gong recognizes and includes a consent-enabled URL if your company requires consent. Without a valid link, Gong cannot join the meeting.

To schedule a recorded meeting in Google Calendar:

1. Create a new event in Google Calendar.

2. Click Add video conferencing and select Gong Meeting. Gong generates a conferencing link and adds it to the event.

3. Invite your participants and save the event.

To schedule a recorded meeting in Outlook:

1. Create a new meeting in Outlook.

2. In the actions bar, click Gong Anywhere, then click Add a Gong Meeting.

3. (Optional) To change the conferencing provider, click Gong Anywhere, select Settings, change the provider, and click Update Gong Meeting.

4. Click Create Gong meeting.

5. Invite your participants and save the event.

Note:

Schedule meetings at least 30 minutes in advance. Gong scans calendars every 15 to 30 minutes and needs time to prepare the recording. For meetings scheduled less than 30 minutes out, invite the Gong recorder manually instead. See Invite the Gong recorder to a meeting below.

Record a last-minute or in-progress call

If a meeting was scheduled too late for Gong to pick it up automatically, or if a call is already in progress and not recording, you can schedule the recording directly from the home page. This method records the call even if a participant is set to Never record in their profile.

To schedule a recording from your home page:

1. On your Gong home page, in the Conversations section, click the More actions icon and select Schedule new recording.

2. Set the start time:

   • Now: Use this for a call that is already in progress. Gong may take up to 10 minutes to start recording.

   • Later: Use this for a call starting soon that Gong has not picked up.

3. Select the workspace where you want the call saved.

4. Enter the web conferencing URL for the call.

5. Enter a description and the email addresses of the participants.

6. Select whether the call is external or internal.

7. Click Schedule.

Invite the Gong recorder to a meeting

The Gong recorder is an email address you can add to a meeting invitation to tell Gong you want it recorded. Use this when you cannot use the Gong calendar add-on, when you are not the meeting organizer, when the meeting was scheduled without a valid Gong link, or when the meeting is hosted by someone outside your company.

To invite the Gong recorder to a meeting:

1. From the right sidebar, click your profile name and select My settings.

2. In the Web conference recording section, copy your company's Gong recorder email address.

3. Forward the meeting invitation to that address, or add it as a participant directly in the calendar event.

If the meeting time or date changes, forward the updated meeting invitation to the Gong recorder as well. Gong cannot detect updates from previously forwarded invitations.

To cancel a recording scheduled via the Gong recorder, cancel the calendar event and forward the cancellation confirmation email to the same recorder email address.

Note:

Inviting the Gong recorder bypasses the usual automatic-recording settings, including Never record settings, but it does not override consent enforcement. If your company requires consent and it is not given, the call will not be recorded. If the meeting host has a waiting room enabled, they must manually admit the Gong recorder when it joins. Contact your Tech admin if you are unsure about your company's settings.

Check list before your meeting

Run through this list before any meeting where it's important that the recording doesn't get missed.

• The meeting is scheduled at least 30 minutes in advance, or the Gong recorder has been manually invited.

• The calendar event includes a valid web conferencing URL that is not shortened, a redirect, and a personal room link added at the last minute.

• The meeting is not marked as private on your calendar.

• You, as the organizer, have accepted the invite and plan to attend.

• If your company requires consent, the meeting link is a consent-enabled Gong link.

• If the meeting has a waiting room, you are ready to admit the Gong recorder when it joins.

• The meeting is scheduled to run six hours or less. Gong cannot process recordings longer than six hours. If your call will run longer, split it into two back-to-back meetings and Gong will record each separately.

Frequently asked questions