Use the assistant (mail to: email@example.com) to record meetings that were not originally set to be recorded automatically. This method lets Gong know that the meeting should be recorded, and we either add a recording bot to the call, or record natively (Zoom only).
Although Gong automatically records *most* of your meetings, there may be exceptions to this rule, depending on your org recording settings. We recommend that you contact your Gong admin to understand exactly what's set up for your company.
Here are a few examples of why you might need to use the assistant to record a meeting:
The meeting is ad-hoc
It's an internal meeting, and your org is set to not record internal meetings
The meeting is hosted by someone in your org who isn't a Gong user, and your org does not record all your meetings
The meeting is hosted by someone outside your org
If your org enforces use of a consent page, you cannot use the assistant to record calls that are organized by someone outside your org.
Ask for permission or get approval to record the meeting (recommended).
Forward the meeting invite to firstname.lastname@example.org, or add email@example.com to the meeting invitation as a participant (if possible).
The call will only be recorded when a Gong user with permission to manually schedule & upload calls sends the email. Contact your Gong admin if you have any questions.
You receive an email either confirming that Gong will record the call. If the meeting can't be recorded for some reason, we'll explain why, with steps on how to fix the issue.
For example, we won't be able to record if someone who doesn't use Gong adds firstname.lastname@example.org, if your org has turned off recording with this web conference system, and so on.
Changed your mind? That's cool.
If you've already invited email@example.com, you can cancel the recording up to 20 minutes before the meeting start time:
In the homepage, go to VIEW UPCOMING CALLS, and then click > Cancel recording.
Need to stop the recording in the middle of a meeting? No problem.
If recording is being done by Zoom's native recorder, simply stop the recording.
If the Gong bot joined the call, you can stop the recording by removing the bot from the meeting at any time. Go here for instructions.
Note that for some web conferencing providers, removing the bot may be restricted to the call host or meeting organizer.
If Gong recording consent via audio-prompt or pre-call email is turned on in your organization, adding firstname.lastname@example.org to a meeting means that participants will be notified that the meeting will be recorded according to the consent settings defined for your organization.
When the consent page is enabled
When adding the assistant to any meeting*, whether or not the link in the invitation sends the participants to the consent page, the meeting will be recorded.
*When the consent page is enabled but not enforced, the assistant will record meetings organized by you or someone in your org, and also meetings organized by a third party.
The only exception would be that the consent page link was used but someone did not give their consent to be recorded. In this case, we'll send you an email explaining that this is the reason we can't record.
When the consent page is enforced
When adding the assistant to any meeting**, the link in the invitation must direct participants to the consent page.
If the link in the invitation does not go to the consent page, the meeting will not be recorded.
If someone doesn't consent to be recorded, the meeting will not be recorded.
In this case, we'll send you an email explaining that this is the reason we can't record.
**When the consent page is enforced, the assistant will not record meetings organized by a third party because we are unable to validate that consent was provided.
If you are setting up a meeting that is not set to be recorded due to your organizational policy, but you do want to record it and gain recording consent using the consent page:
Set up the meeting in your calendar using your consent page link.
Add email@example.com to the meeting.