About consent profiles

Certain regions and states mandate that all parties on a call must be informed about the recording. Familiarize yourself with the relevant laws and regulations for your location. As a best practice, MeetRecord recommends notifying all participants about call recordings, regardless of location.

Methods for Capturing Consent

MeetRecord offers several ways to notify participants and obtain recording consent:

Personalized Consent Page:

• A page hosted by MeetRecord that notifies participants and obtains their consent.

Audio Prompt:

• Participants hear a default audio message upon joining the call, notifying them about the recording.

Pre-Call Emails:

• An automated email will be sent ~10 minutes before the call to remind participants that the meeting will be recorded.

Managing Consent Settings

Consent needs often vary by region, team, or use case. MeetRecord provides consent profiles to manage these requirements effectively. Customize profiles for different teams or geographic areas to maintain compliance and streamline operations.

What You Can Do with Consent Profiles:

• Enable different consent pages for teams using various conferencing platforms (e.g., Zoom, Google Meet).
• Enforce opt-out options for regions like EMEA while disabling opt-out for U.S. teams.
• Customize consent pages with specific logos, company names, or text for subsidiaries.
• Play audio prompts in the participant's language for specific teams.
• Send pre-call emails in multiple languages based on the host's team.
• Assign profiles to teams or individuals to apply consistent rules.

Workflow: Setting Up Consent Capture

Follow these steps to configure recording consent in MeetRecord:

1. Create or Customize Consent Profiles

• Use the default profile or create new ones to meet specific needs.
• Enable at least one method of capturing consent:
  • Audio Prompt: Enable an in-call notification.
  • Pre-Call Email: Send automated reminders.

2. Assign Profiles to Teams or Individuals

• Go to the Team Members settings page to assign profiles.
• Test profiles with a small group before broader deployment.

Best Practices for Compliance in MeetRecord

• Standardize Consent Notifications: Use audio prompts and emails universally for consistency.
• Test Profiles: Validate new consent profiles with smaller groups before rolling them out.
• Educate Team Members: Train teams on using calendar add-ins and adding consent links manually when needed.
• Regularly Review Laws: Stay updated on regional recording regulations to ensure compliance.

By leveraging MeetRecord’s compliance tools, you can maintain regulatory adherence while streamlining recording processes across your organization.