How to comply with recording compliance laws in Avoma

We advise checking your state's recording laws to ensure compliance before recording your next meeting.

 

Since you cannot always be certain of a participant's location, Avoma recommends following a two-party/all-party consent standard by default. Avoma's automated consent engine is designed to take the guesswork out of compliance.

The four levels of automated enforcement

Rather than relying on manual announcements, Avoma Admins can set an organization-wide policy to ensure every meeting meets your legal requirements.

1. Disabled: No automated notifications.

2. Notified only: Participants are informed via pre-meeting or in-meeting notifications. This satisfies "informed consent" where remaining in the meeting constitutes agreement.

3. Acknowledgment required: Participants see a consent notice before joining and must acknowledge it to enter. (Higher plan feature. Check pricing page for details).

4. Permission required: The highest compliance standard. Participants must explicitly accept or decline recording. If they decline, Avoma automatically disables recording for that session. (Higher plan feature. Check Avoma pricing page for details).

Automated notification touchpoints in Avoma

Avoma provides multiple "layers" of notification to ensure no participant is caught off guard. You can mix and match these based on your chosen enforcement level:

1. Pre-meeting transparency

• Calendar invite disclaimers: Avoma automatically appends a recording note to your meeting descriptions (e.g., "This meeting will be recorded for note-taking purposes").

• Email reminders: Avoma can send automated reminders 15 minutes (internal) or 24 hours (external) before a meeting, clearly stating that the session will be recorded.

   

2. In-meeting awareness

• Automated voice announcement: When the Avoma Bot joins, it can verbally announce: "This meeting is being recorded for note-taking purposes." This is essential for platforms like Google Meet or Microsoft Teams that do not always provide native audio alerts.

   

• Chat notifications: The Avoma Bot automatically posts a recording disclaimer in the conferencing app's chat the moment the session begins.

• Visual indicators: Avoma respects native platform indicators (like the blinking red icon in Zoom) to provide a constant visual reminder.

Compliance when using native integrations (Zoom, Google Meet, Teams)

If you record natively through your conferencing tool rather than using the Avoma Bot, Avoma integrates with their built-in compliance features:

• Zoom: Uses native voice announcements and recording indicators.

• Google Meet: Shows a recording indicator (Note: Google does not provide a native voice announcement, so we recommend using the Avoma Bot Voice Announcement for full compliance).

• Microsoft Teams: Displays an in-meeting recording banner to all participants.

Best practices for outbound calls

For cold outbound calls made via a dialer, we recommend that SDRs and BDRs standardize a verbal announcement at the start of every call:

“Hi, this is [Name] from [Company], and I’m calling from a recorded line.”

If the party continues the conversation, they have provided passive consent. Standardizing this "recorded line" disclosure is the safest way to maintain compliance across different state laws.

Need more help?

If you have additional questions regarding your organization's specific setup, please reach out to our team at help@avoma.com.