---
title: How to configure Avoma Bot settings with Appearance and recording disclosures
description: "Configure Avoma Bot settings: Set assistant name, enable audio/chat recording disclosures, and ensure transparent, compliant meeting recording notifications."
---

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2. [Avoma Configuration (Admins)](https://help.avoma.com/avoma-configuration-admins?hsLang=en)
3. [Recording, privacy, compliance](https://help.avoma.com/avoma-configuration-admins?hsLang=en#recording-privacy-compliance)

# How to configure Avoma Bot settings with Appearance and recording disclosures

#### 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** - You must be signed in to Avoma with **Admin** permissions. - These settings apply to meetings recorded using the **Avoma Bot** (not cloud recordings). - Some platforms (for example, Zoom) may enforce their own recording notifications. |
| --- |

### Open bot settings

1. Sign in to Avoma as an **Admin**.
2. Go to **Settings → Organization → Recording Policies → Bot Settings**.  
   ![Avoma meeting bot settings](https://help.avoma.com/hs-fs/hubfs/Avoma%20meeting%20bot%20settings.png?width=670&height=359&name=Avoma%20meeting%20bot%20settings.png)

### How to set the Avoma Assistant (Bot) name

1. Under **Bot Name**, enter your preferred bot name.
2. Click **Save**.

### How to enable a recording announcement (audio)

Recording announcements help meet consent requirements in many regions.

1. Turn **Enable Recording Announcement** **ON**.
2. Under **Recording Announcement Message**, keep the default message or customize it. Example:  
   This meeting is being recorded for note-taking purposes.
3. Click **Save**.
4. 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.

1. Turn **Notify participants about the recording disclaimer via chat** **ON**.
2. (Optional) Customize the **Chat Message**. Example:  
   This meeting is being recorded for note taking purposes.
3. 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.

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