Bot Settings let you control how the Avoma Assistant appears in meetings and how participants are notified that a meeting is being recorded.
This matters for consent, transparency, and compliance, especially when you meet with external participants.
Use these settings any time your organization’s recording policies, legal requirements, or branding guidelines change.
Before you begin
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Open bot settings
- Sign in to Avoma as an Admin.
- Go to Settings → Organization → Recording Policies → Bot Settings.
How to set the Avoma Assistant (Bot) name
- Under Bot Name, enter your preferred bot name.
- Click Save.
How to enable a recording announcement (audio)
Recording announcements help meet consent requirements in many regions.
- Turn Enable Recording Announcement ON.
- Under Recording Announcement Message, keep the default message or customize it. Example:
This meeting is being recorded for note-taking purposes. - Click Save.
- Under Bot Voice Preference, select Male voice or Female voice.
Note:
- Applies only when using the Avoma Bot to record.
- Does not apply to cloud recordings.
- Often required in regions with two-party consent requirements.
- This setting does not apply to Zoom meetings. Zoom automatically notifies participants when a meeting is recorded.
How to notify participants via chat (optional)
Use chat notifications as an additional disclosure method.
- Turn Notify participants about the recording disclaimer via chat ON.
- (Optional) Customize the Chat Message. Example:
This meeting is being recorded for note taking purposes. - Click Save.
Note: Applies only when using the Avoma Bot for recording and not cloud recordings
Tips
- Use both audio + chat notifications for maximum clarity, especially with external participants.
- Re-review disclosure messaging whenever legal/compliance requirements change.
- After changing Bot Settings, allow a few minutes for updates to propagate to new meetings.
Troubleshooting and FAQs
Why is the Avoma Bot still using the default name?
This usually means the change didn’t apply to the correct setting or meeting.
- Confirm your plan supports custom Bot names.
- Verify the update was made in Settings → Organization → Recording Policies → Bot Settings.
- Restart or rejoin meetings that were created after the change.
Why didn’t participants hear the recording announcement?
Recording announcements only play in certain scenarios.
- Confirm the meeting is recorded using the Avoma Bot, not cloud recording.
- Verify Enable Recording Announcement is turned ON.
- Check the meeting platform—some platforms (for example, Zoom) manage recording notifications on their own.
Why didn’t the bot send a chat recording disclaimer?
Chat notifications aren’t sent in all recording or platform combinations.
- Confirm Notify participants about the recording disclaimer via chat is enabled.
- Verify the meeting isn’t using cloud recording.
- Check that the meeting platform supports bot-sent chat messages.
What should I share with Support if this still isn’t working?
Providing details helps Support troubleshoot faster.
- Include screenshots of the Bot Settings page.
- Share an example meeting link (or meeting ID) and the date/time it occurred.
What’s next
- Review your org’s broader Recording Policies to ensure Bot behavior matches internal vs. external meeting rules.
- Share a short internal policy explaining when and why meetings are recorded (and where the disclosures appear).
- Periodically audit Bot Settings as part of recurring compliance reviews.
Recap
You’ve configured how the Avoma Assistant appears in meetings and how participants are informed about recordings via audio and (optionally) chat.
These settings help you meet consent requirements while keeping disclosures clear and consistent.