From April 2023, the assistant address is unique per company. Contact your admin for your company address. The previous address (firstname.lastname@example.org) will work through July 2023.
Use the assistant to record meetings not originally set to be recorded. This 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 meetings, there may be exceptions, depending on your org recording settings. Contact your Gong admin to understand exactly what's set up your company.
Some examples when you might 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 doesn't record all meetings
The meeting is hosted by someone outside your org
If your org enforces the use of a consent page, you can't use the assistant to record calls organized by someone outside your org.
Ask for permission or get approval to record the meeting (recommended).
Forward the meeting invite to your your company's unique assistant email address (your admin will find it under Company settings > recording settings.) You may also be able to add the assistant to the meeting invitation as a participant.
Calls will only be recorded when the email is sent by a Gong user with permission to manually schedule and upload calls. Contact your Gong admin if you have any questions.
You'll receive an email either confirming that Gong will record the call, or explaining why the call can’t be recorded, 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 the assistant to the call or if your org has turned off recording with this web conference system.
If you've already invited the assistant to your call, 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 you're recording with 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.
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 the assistant 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're setting up a meeting that is not set to be recorded due to your org's policy, but you do want to record it and get recording consent using the consent page:
Set up the meeting in your calendar using your consent page link.
Add the assistant to your meeting.