How to manage organization-wide recording settings with Avoma

Use organization-wide recording settings to standardize how meetings get recorded across your company for compliance, consistency, and easier governance. 

This is for Admins who manage recording behavior. Use it during initial rollout or anytime your privacy/compliance policies change.

Set org-wide meeting recording rules

1. Sign in to Avoma as an Admin.
2. Go to Settings → Organization → Recording Policies.
3. In Recording & Conferencing rules, review how Avoma classifies meetings:
   • Internal meetings: all participants are from your business domain
   • External meetings: at least one participant is outside your business domain
4. Under Record organization’s internal meetings when members are…, choose one:
   • Host only (records only when an org member is the host)
   • Participant only (records only when an org member joins as a participant)
   • Host or participant (records when an org member is either)
5. (Optional) Turn Lock ON to prevent users from changing the internal-meeting rule in their personal settings.
   
6. Under Record organization’s external meetings when members are…, choose one:
   
   • Host only
   • Participant only
   • Host or participant
     
7. (Optional) Turn Lock ON to prevent users from changing the external-meeting rule in their personal settings.
8. Click Save (or Save changes) and confirm if prompted.

Override recording behavior for a specific member (optional)

Use this when you need an exception for one person (for example, a compliance-restricted role or a team that should always record externals).

1. Go to Settings → Organization → Recording Policies
2. Open the Members tab.
3. Find the member.
4. Hover the member name, then select Actions → Edit Recording Settings.
   
5. In the member’s Recording Preferences, update:
   • Record user’s internal meetings when user is…
   • Record user’s external meetings when user is…
6. (Optional) Enable Record user's meetings even when user hasn't accepted the Calendar Invite if your policy requires capturing tentative/unaccepted meetings.
7. Click Save changes.

Troubleshooting and FAQs

Why can’t users change their recording settings in Avoma?

This usually means the organization-wide recording rule is locked.

• Check Settings → Organization → Recording Policies.
• Confirm whether Lock is enabled for the internal or external meeting rule.
• If an exception is needed, unlock the rule (if policy allows) or use a member-level override.

Why are my personal recording preferences being ignored?

Organization-level settings can override user preferences.

• Confirm whether the internal or external meeting rule is locked at the org level.
• Verify the user is reviewing Avoma recording preferences, not meeting platform (Zoom/Teams) settings.
• If allowed, apply a member-level override from Members → Actions → Edit Recording Settings.

Why isn’t a member-level recording override working?

Member-level overrides don’t apply when the org-wide rule is locked.

• Confirm the relevant org-wide rule (internal or external) is not locked.
• Re-open Members → Actions → Edit Recording Settings and confirm the values were saved.
• Ask the user to refresh Avoma and check upcoming meetings again.

Why are some meetings recorded and others not, even with the same rule?

This usually depends on how Avoma classifies the meeting.

• Verify whether the meeting is considered internal or external based on participant domains.
• Re-check your business domain settings, especially after mergers, rebrands, or new domains.
• Confirm whether the user is joining as host, participant, or both, based on the rule selected.

Why don’t I see certain recording options in Organization settings?

Some recording controls depend on your subscription plan.

• Check in-product plan indicators or your Avoma subscription details.
• If an option is missing, confirm whether your plan supports it.
• Contact Avoma Support if you believe your plan should include the setting.

What’s next

• Review your subscription plan to confirm which recording controls and overrides are available.
• Configure Bot Settings (announcement and chat disclosures) so participants are informed when meetings are recorded.
• Align locked recording rules with your privacy and compliance policy, then communicate the policy to users.
• Audit recording behavior after domain changes or organizational updates.
• Periodically review member-level overrides to ensure exceptions are still valid.
  
  

Recap

You’ve set (and optionally locked) org-wide recording rules for internal and external meetings, and you know how to apply member-level overrides when exceptions are needed. This keeps recording behavior consistent, compliant, and easier to manage at scale.