Create consent profiles

Tech admin

Admin center > Data capture > Recording consent

Customize the pre-call email, consent page, and audio prompt settings for each profile.

1. In the Recording consent settings page, click Add Profile or click an existing profile to edit it.

2. Enter a Name and Description for the profile.

Set the consent page options

1. In the Consent page section, if you want to get consent to record before starting/joining the meeting, set the following:

   1. Consent page. Turn On and click Show settings. This enables but does not enforce displaying the consent page before opening the meeting. Without enforcing the consent page, Gong may record meetings where where the meeting link is not a consent-enabled link.
      

   2. Enforce use of consent page: Check to ensure Gong only records meetings where consent was explicitly given via the consent page to record the call. If additional meeting links are included in the invitation, the call may not be recorded.

   3. Send reminder email to use the consent-enabled meeting link: Check to send an email reminder that meeting links should be set up with the Gong add on.

   4. Allow participants to join without giving consent (recording will be canceled): Adds an option to the Gong consent page that lets participants join the meeting without recording it.
      

Note:

These settings are applied for all web conference providers you add to the consent profile. If you want different settings for different providers, set up a separate consent profile

Add web conference providers

1. In the Web conferencing provider section, click Add provider. People who set meetings using Microsoft Outlook are able to choose any of these web conference providers. Providers defined in your default consent profile are automatically added to new profiles, and you may see them defined here. Different settings are available for different providers.

2. Link settings. If your web conferencing provider is Zoom, Google Meet, Microsoft Teams, or Webex select the meeting link type for the consent profile.
   

   1. Dynamic link: the meeting link is dynamically generated for each meeting

   2. Static link: the meeting link is the same for each meeting

      Note:

      If the web conference provider app doesn’t include a personal meeting room, team members can create meetings with static links by setting up a recurring meeting with no end date and using the team member’s Personal meeting room link defined in their profile.

   3. Let host decide. allows the person setting up the meeting to decide which type of link to use

   See Understanding recording consent for considerations of which link to choose.

3. Link personalization: Customize the meeting link to include your company name if relevant. Each time you change this link, the previous link is disabled. To share the updated link with team members associated with the consent profile, go to the Recording consent page, hover over the consent profile, open the Options menu (⋮), and select Send consent instructions.

Set the Company logo

• Show company logo on recording consent page: Check to display the company logo and set the link to the location of the image file for the logo.

• Click Revert to default to use the default file.

Set supported languages

The consent page is localized when any added language matches the default language of the participant’s browser. When the default doesn't match any language listed here, the consent page is displayed in English.

1. Click Add language to add a consent page in that language. Select the language and edit the settings:

   1. Recording consent notice. Enter the description you want to display in the consent page in the language you selected.

   2. Data protection policy. Enter the title for the link to the data protection policy and select whether:

      1. Use customized text: enter the text you want to display

      2. Navigate to your company data protection policy page (opens in a new tab): select the file which contains the data protection policy.

2. Click Preview consent page to check the page displays properly.

Set the pre-call email

Automatically send pre-call emails to external invitees between 10 and 20 minutes before the call, reminding them about the call and letting them know that it will be recorded. The email is sent from the Gong email server for all recorded calls, including calls recorded with native Zoom recording, calls scheduled via the Gong homepage, and calls recorded by adding the Gong assistant.

1. Switch Pre-call email on to enable the pre-call email. Check Show settings to customize the email.

2. Customize the email subject and sender name. Use variables where necessary.
   

3. In the Email body section, in the Email opening field, add the main body of the email. In the Signature, add the content for ending the email.

4. In the Legal footer, add a legal disclaimer.

5. Customize the company information in the email;

   1. Mark Show company logo if you want the company logo to appear in the email and provide the path to the file with the logo.

   2. Mark Use a different company name, and enter the alternative company name if relevant..

   3. Provide a link to the Privacy policy.

   4. Review the preview of the email and click Send me a sample email if necessary.

About variables

The pre-call email includes the following variables, populated with info from the meeting invite.

Set the audio prompt

The audio prompt makes a verbal announcement that the call is being recorded. If using JoinMe, the audio prompt is only available if the call host has signed in to the web conference call using their computer. If you disable the audio prompt, ensure you have another notification in place.

1. Switch the Audio prompt on and click Show Settings.
   

2. Select when the audio prompt should be played:

   1. Play the prompt once, shortly after the first guest with their audio on

   2. Play the prompt shortly after each guest joins the call with their audio on. Each participant hears the audio prompt. Gong identifies participants belonging to your company and doesn't play the audio prompt when they join the call.

3. (Optional) In the Language area, click Change language to select the language for the audio prompt.

4. (Optional) Don't play the audio prompt if the consent page is used: Set this so that the audio prompt doesn’t play if consent was explicitly given to record the call.

5. Select the voice and text of the audio prompt. Click to listen to the audio prompt. The default voice and text is Female: “We’re recording this call for better-note taking, following up and training purposes”
   

Audio prompt in Zoom

Zoom conversations can be recorded either with the native Zoom recording or by adding the Gong bot to the call depending on your company setup.

When the call is recorded with the Gong bot, if Gong is able to, Gong will play the Zoom audio prompt. If the Zoom audio prompt can’t be played, the Gong audio prompt will be played.

When native Zoom is configured, the Zoom audio prompt is used.

If Zoom’s audio prompt setting is turned off for the user, the audio prompt isn’t played.

Save the profile

For new profiles, click ADD PROFILE.

If you are editing a profile click UPDATE to save the changes.

Tech admins and users with this consent profile are notified of the changes made.

Set default profile

The default consent profile is automatically assigned to new team members.

To set the default profile:

• In the Recording consent page, next to the name of the profile you want to set as the default profile, click > Set as default.
  

*The features available to you depend on your company’s plan and your assigned seats.