Who can use this: Any team member
Available on: Any Gong plan
You can prevent Gong from recording a call before it starts, stop a recording while it is in progress, or manage the recording after it finishes.
Before the call: cancel an upcoming recording
Cancel a recording before the call starts when you do not want a scheduled meeting recorded. How you cancel depends on how the meeting was originally scheduled.
Cancel a calendar-scheduled recording
If the meeting was created in your calendar and Gong picked it up automatically, canceling the calendar event is enough. Gong scans calendars every 15 to 30 minutes and removes the recording when it detects the cancelation. To make sure the cancelation is picked up:
Cancel the event in your calendar and send the cancelation to all guests. If another Gong user is still invited, the meeting may remain scheduled in Gong.
For recurring meetings, cancel all future events in the series, not just the single occurrence, unless you only want to stop one instance.
To prevent recording without canceling the event, mark it as private in your calendar at least two hours before the meeting starts. Gong cannot access private events and will not record it.
If your meeting has a waiting room, you can also prevent recording by denying the Gong recorder entry when it joins.
Important:
If you change a calendar event to private after it has been scheduled, make sure to do so at least two hours before the meeting start time. Changes made closer than that may not be detected before Gong adds the recorder.
Cancel a manually scheduled recording
If you scheduled the recording by inviting the Gong recorder or by using Schedule new recording on your home page, canceling the calendar event alone isn't enough. You must also cancel the recording in Gong.
If you scheduled the recording with the Gong recorder:
When you cancel the calendar event, forward the cancellation confirmation email to your company's Gong recorder email address.
If you scheduled it from your home page:
On your home page, click Prepare for upcoming meetings in the Conversations section.
Hover over the call, click the More actions icon
, and select Cancel recording. Do this at least one hour before the meeting starts.Choose whether to cancel this recording only, or cancel this recording and all future meetings in the series.
Note:
If you no longer have permission to manually schedule recordings, you cannot cancel via the Gong recorder email. Use your home page method instead.
During the call: stop a live recording
Any team member invited to a call, as well as the host and tech admins, can stop a recording while it's in progress. You can do this from your home page or from the call page.
To stop recording:
Find the call marked ON AIR in the Conversations section on your home page, or open it directly in Gong.
Choose how to stop it:
From your home page: Click Stop recording.
From the call page: Click the More actions
icon and select Stop recording.
You can stop recording for this call only, or for the entire recurring series if the meeting is part of one.
Remove the Gong recorder from the meeting
If your company uses bot recording, the host can stop the recording by removing the Gong recorder participant from the meeting. How you remove a participant depends on your conferencing provider.
To remove the Gong recorder in Zoom:
Switch to Gallery view in the Zoom meeting.
Find the Gong recorder participant, click the ellipsis, and select Remove.
Clear the Report to Zoom checkbox and click Remove.
For other providers, refer to their documentation on removing participants. See GoToMeeting and Webex for examples.
If your company uses native Zoom recording, the host can stop or pause using Zoom's built-in recording controls and restart at any point during the meeting.
If the recording has already finished and you want to remove it or restrict access, see Delete a call or Set a call as private.
Frequently asked questions
I canceled the meeting in my calendar but why is it still showing in Gong?
Gong scans connected calendars every 15 to 30 minutes. If the cancelation was recent, wait and refresh. If it still shows after 30 minutes, another Gong user may still have the meeting in their calendar. When you cancel, make sure to send cancelation emails to all guests so no one's calendar still reflects the active event. For manually scheduled recordings, calendar cancelation alone is not enough. You also need to cancel via the Gong recorder email or your home page.
If I stopped the recording, will anything be saved in Gong?
Yes. If recording was in progress before you stopped it, the part that was captured is processed and available in Gong. Stopping the recording does not delete what was already recorded.
What does ON AIR mean on your home page?
Gong shows ON AIR when a meeting is actively being recorded. For bot recording, it appears when the Gong recorder joins, at least one minute before the scheduled start time. For native Zoom recording, it typically appears about 15 minutes before the start time, or at least five minutes before for back-to-back meetings using a personal room link. It stops when the meeting ends, or up to six hours after the scheduled end time.
Can I cancel just one occurrence of a recurring meeting?
Yes. When you cancel a recording from your home page, you are given the option to cancel this recording only, or to cancel this and all future meetings in the series. In your calendar, make sure to cancel only the single occurrence if that is what you want. Canceling the series in your calendar will cancel all future occurrences in Gong as well.
I used the Cancel recording option but the recording still happened, what went wrong?
You must cancel the recording in Gong at least one hour before the meeting starts. If you cancel later, the Gong recorder may already have been sent to the meeting. In that case, use the waiting room to deny entry, remove the bot during the call, or stop the recording from your home page once the call is ON AIR.
I canceled the meeting but my prospect still received a pre-call notification. Why?
If your company uses pre-call notification emails, a prospect may receive one even after you cancel the meeting. This can happen when another team member has created a separate calendar event with the same meeting details in their own calendar. Gong processes each calendar event independently, so canceling the original does not cancel a duplicate event or its associated notification. After canceling a meeting, check that no other calendar events with the same details exist.