About recording consent

Where to go: Company settings > Data capture > Recording consent

Who's this for? Tech admin

Compliance

Some countries and US states require that all parties on a call must be notified that the call is being recorded. Make sure you are aware of the laws relevant to your location. In any case, we recommend including a notification that the call is being recorded regardless of the call participants' locations as a best practice.

Different ways to capture consent

Gong supports you in notifying participants of recording and gaining their consent in the following ways:

• A personalized consent page hosted by Gong for obtaining recording consent.

• An audio prompt. Participants hear a default audio prompt when they join the call, informing them that the call is being recorded.

• Pre-call emails. Participants receive an email 10 minutes ahead of the scheduled call reminding them about the call and that it’s recorded.

* If your org uses the native Zoom recorder, then you could also use and customize Zoom's recording disclaimer. Go here for more information.

For info on consent when making outbound calls via Gong mobile app, see Enable your team to use the Gong dialer from mobile and Gong Connect: data protection & privacy.

Managing consent settings

We know that your consent requirements often vary between different regions and different teams, so we help you manage these requirements in profiles.

Consent profiles give you the flexibility to set up different ways of capturing consent across your org, and the peace of mind to know that teams bound by different regulations remain compliant.

Create different profiles to:

• Enable the consent page for different providers (for example, where one team uses Zoom and another uses Google Meet

• Enforce use of a consent page that gives participants the option to opt out of recording (ex. for EMEA reps), AND have the flexibility to have an unenforced consent page without the ability to opt out of recording (ex. for USA reps)

• Enable or enforce use of the consent page for certain people only

• Customize the consent page logo, company name and texts for certain people only (such as a company subsidiary)

• Play a language-specific audio prompt for each guest on calls hosted by a particular team

• Send the pre-call email in different languages for calls hosted by different teams

Assign the profile to a group of people to govern all calls owned by anyone in the group.

Workflow: Setting up consent capture

The high-level workflow for setting up consent is as follows:

1. Set up web conferencing provider(s)

See: Web conferencing integrations

For most providers, turning on recording in the web conferencing settings page is the only set up needed to use the Gong consent options. However, if you're using Google Meet or Microsoft Teams additional set up is needed if using the consent page—follow the set-up instructions in the following articles:

• Google Meet

• Microsoft Teams

2. Set up your consent profile(s)

Your system automatically includes a default consent profile which you can customize for your needs. If needed, add additional profiles, otherwise Ensure your team is set up.

Set up at least one of the following ways of capturing consent:

• Use of the consent page: Enable the Gong consent page

• Use of the audio-prompt: Enable the audio prompt

• Use of a pre-call email: Enable pre-call emails

3. Assign the profile to teams and/or individuals

Assigning the profile is done in the team members settings page. We recommend testing a new profile on a smaller set of people before assigning it to many.

Learn how: Assign a consent profile.

4. Ensure your team is set up

If the profile uses the Gong consent page, read the notes below to see if any additional set up needs to be done either by you on behalf of your team, or by each individual team member.

Using dynamic links

Provider: Google Meet, Microsoft Teams, Zoom, Webex

Calendar: Google Workspace or Microsoft Outlook

Link type: Dynamic

For profiles that meet all these conditions, your team must use the Gong calendar add-in for Google Workspace or Microsoft Outlook when scheduling meetings to make sure the dynamic link to the consent page is used.

• Easiest option: As admin, install the calendar add-in domain-wide for Google or Microsoft Outlook.

• Alternative: Have each individual team member install the calendar add-in for Google or Microsoft Outlook.

Using static links or 'let host decide'

Provider: Any

Calendar: Google Workspace or Microsoft Outlook

Link type: Static or Let host decide

For profiles that meet all these conditions, your team can choose to use the Gong calendar add-in when scheduling meetings to automatically add a link to the Gong consent page.

• Easiest option: As admin, install the calendar add-in domain-wide for Google or Microsoft Outlook.

• Alternative: Have each individual team member install the calendar add-in for Google or Microsoft Outlook.

If a team member chooses not to use the calendar add-in, they can manually add the link to the Gong consent page found in their profile to the meeting invitation.

Using PMI links

When auto-association is supported:

Provider: Google Meet, GoToMeeting, Microsoft Teams, Webex, or Zoom with API integration only

Calendar: When not using the Gong calendar add-in

Link type: Static

For profiles that meet all these conditions, team members must make sure their web conferencing provider PMI has been configured in their Gong profile.

Provided they're set up, team members can schedule meetings manually adding the link to the host's PMI. Upon joining the call, participants are directed to the Gong consent page before joining the meeting.

When auto-association is not supported:

Provider: Amazon Chime, Appointlet, Demodesk, Digideck, join.me, RingCentral Meetings, RingCentral Video, Skype, UberConference, or Zoom without the API integration

Calendar: When not using the Gong calendar add-in

Link type: Static

For profiles that meet all these conditions, team members must manually add the link to the Gong consent page found in the host's profile when scheduling meetings.