Zoom Recorder Consent in Copilot

Copilot's recording feature follows Zoom's compliance rules for apps that record meetings on Zoom. Here's how this works in Copilot: 

1. Recording announcements: The default Zoom announcement is triggered by Copilot. Users will also see a recording sign (red flashing dot) on the top of their Zoom screens.

2. Asking the host for recording permission: Copilot asks the meeting host for permission to record the meeting for calls where it has not gotten permission to record calls. This includes all calls that the customer does not host and may also include other calls as well if the customer hasn’t synced Zoom with Copilot.

3. Integration with Zoom: Admins must sync Zoom with Copilot. Admins will have to have local recording enabled to sync Zoom (see Admin setup instructions below). Local recording means recording to your computer instead of to the cloud. In Zoom in might say "Record to your computer."

If an Admin syncs Zoom and gives Copilot permission to record, Copilot will not need to ask the host to give recording permission for individual meetings. 

Set-Up Instructions For Admins

Admins need to sync Zoom with these steps:

1. Navigate to the Admin Integrations in Workspace settings in Copilot. Link: Clari Copilot

2. Hit Connect on the Zoom integration card.

3. Enter your credentials.

4. If local recording is not turned on, they need to contact their IT Admins and change the Zoom Org level settings for local recording and turn it on.

5. If local recording is turned on, confirm that this setting is locked so users can’t manually turn it off. This is optional but ensures high recording success rates.

Note: This is a one-time process and is needed to avoid asking the host for recording permission on all calls.

How it works in Copilot

Note: Individual users don't need to set anything up. 

1. You'll see a bot joining your Zoom calls.

2. All participants in the meeting will hear that familiar Zoom recording announcement, “This call is being recorded.”

3. In the case of calls you did not organize, the host will see a popup in Zoom asking them to permit Copilot to record the call. Copilot will record the call only if the host allows it to.

4. If you don't have Zoom synced, the host will see a popup in Zoom asking them to permit Copilot to record the call for all meetings. Copilot will record the call only if the host allows it.

FAQs

The bot joined the call, I saw it but my call isn’t recorded. The error in the Call Review screen says “This meeting was not recorded as recording permission was not granted by the host.” What’s happening?

Copilot joins all calls that are scheduled for recording by default. Once we join the call, we trigger local recording for the meeting. If local recording is turned off, Copilot will not be able to turn on local recording or request the host for permission. This causes the bot to linger on in the call without recording it. Since it hasn’t started recording, the call will be in the error state and we will automatically drop off the call after 10 mins of silence.