Record meetings with the Gong assistant

Use the Gong 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 tech admin to understand exactly what's set up for your company.

Note: From April 2023, the assistant address is unique per company. See your company's unique address under My settings > Web conference recording. The old assistant address is still supported

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 outside your org.

  Note: 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.

Adding the assistant to a meeting

1. Ask for permission or get approval to record the meeting (recommended).

2. Forward the meeting invite to your company's unique assistant email address (you'll find it under My settings > Web conference recording.) You may also be able to add the assistant to the meeting invitation as a participant.

   Note: 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 tech admin if you have any questions.

3. 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.

Cancel the recording before the meeting

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, in the Conversations section, click View upcoming calls to open the panel on the right. Hover the call you want to cancel, click > Cancel recording.

Cancel the recording during the meeting

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. Go here for instructions.

For some web conferencing providers, only the call host or meeting organizer can remove the bot.

Recording consent

Adding the assistant upholds your org's audio-prompt and pre-call email settings

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.

What happens when the consent page is turned on?

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.

Set up meetings using the assistant and the consent page

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:

1. Set up the meeting in your calendar using your consent page link.

2. Add the assistant to your meeting.