Tips of recording calls

Once your meeting tools are set up for recording with MeetRecord, the system will send a notetaker to join the call or leverage native recording (where the provider records the meeting and MeetRecord imports it). Follow these tips to ensure your calls are recorded successfully:

General Tips for All Calls

Check Recording Permissions:

• Ensure the person initiating the call meets your organization’s recording requirements. Your company may choose between:
  • Recording only when the meeting organizer is a recorded team member.
  • Recording when at least one participant is a recorded team member, regardless of who organizes the meeting.

Schedule Meetings in Advance:

• Schedule meetings at least 30 minutes ahead of time to allow MeetRecord to scan and schedule the recording.
• For last-minute or unplanned calls, manually add the MeetRecord bot. Learn how to record impromptu calls.

Include a Valid meeting URL:

• Add the meeting URL to the calendar event. Avoid last-minute updates to the URL, as MeetRecord might not process the changes in time.

Allow Browser Access for Participants:

• Ensure your meeting settings allow all participants to join via a web browser. Blocking this feature may prevent MeetRecord from joining.

Avoid Marking Events as ‘Private’ or including 'Skip words':

• Marking an event as Private or including Skip Words hides meeting details from MeetRecord, preventing it from joining the call.

Ensure MeetRecord Has Access to the Meeting Room:

• If using a waiting room or password-protected meetings, provide the notetaker with access or the meeting password.

Start Meetings on Time:

• Late starts may result in the recording not capturing the meeting.

Don’t Decline Calendar Events if You’re the Organizer:

• Declining an event will stop MeetRecord from recording it.

For External Host Meetings:

• Use the meeting settings to ensure proper recording. Ensure the setting - Record whether I am host or Guest is enabled in the Meeting Setting.

Understand Your Organization’s Recording Policies:

• Confirm with your tech admin if both internal and external meetings are recorded or just external ones.

Consent Settings:

• If consent is enforced, schedule meetings in a way that ensures consent is captured. Non-compliance may result in no recording. Contact your tech admin for assistance.

Assign a New Host if Leaving the Meeting:

• If you leave a meeting early, assign another participant as the host to prevent disruptions to the recording.

Meeting Length:

• Limit meetings to 2 hours or less. MeetRecord cannot process calls exceeding this duration. #TODO: Link later

Quick Troubleshooting

If it seems a call isn’t being recorded:

• Check Your Settings:
  • Go to My Settings and ensure there’s a green checkmark next to your integration.
• Verify Your Setup:
  • Ask your tech admin to confirm your recording setup in Company Settings > Team Members. 

Additional Tips for Zoom Calls

To ensure the speaker view appears alongside shared screens when recordings are brought into MeetRecord:

1. In Zoom, navigate to Account Settings > Settings > Recording Tab.
2. Enable the option to Record thumbnails when sharing.