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How recording, compliance, and privacy work in Avoma for Microsoft Teams

This article explains how Avoma records Microsoft Teams meetings responsibly, with a strong focus on compliance, consent, and privacy.

It’s written for admins evaluating defaults, managers and end users who want control, and legal or IT stakeholders who need transparency.

Use this guide to understand how recording works, what options are available, and how Avoma helps teams meet internal and regional compliance requirements.

Before you begin

Before relying on Avoma for meeting recording, confirm the following:

  • You are using Microsoft Teams and have permission to record meetings under your organization’s Teams policies.
  • An Avoma admin has configured recording defaults for your organization.
  • You understand and follow your company’s internal policies and applicable local recording laws.
Note: Specific recording options (such as bot-based recording or privacy levels) may vary by Avoma plan and admin settings.

How does Avoma approach responsible meeting recording?

Avoma is designed to help teams capture meetings in a way that’s transparent, configurable, and compliant by default. Recording behavior is intentional—nothing is hidden, silent, or automatic without clear signals.

Avoma works with Microsoft Teams in two supported ways:

  • Microsoft Teams native cloud recording
  • The Avoma Assistant (bot-based recording)

In both models, participants are clearly notified, admins control defaults, and users retain flexibility at the meeting level.

Who controls whether meetings are recorded in Avoma?

Recording behavior in Avoma is governed by a combination of admin-level defaults and user-level controls.

Admins typically control:

  • Whether recording is enabled by default
  • Which meetings are eligible (for example, internal only, external meetings, or meetings you host)
  • Whether the Avoma Assistant can automatically join meetings

Individual users can still:

  • Enable or disable recording for specific meetings
  • Stop recording during a live meeting
  • Control who can access recordings after the meeting

This shared model helps organizations reduce risk while supporting everyday workflows.

What recording options does Avoma support for Microsoft Teams?

Avoma supports two transparent recording models. Your organization may use one or both.

How does native Microsoft Teams cloud recording work with Avoma?

  • No Avoma bot joins the meeting
  • Microsoft Teams handles consent banners and participant notifications
  • Recording is stored within the Microsoft ecosystem
  • Avoma processes the recording after the meeting for notes, summaries, and insights

How does the Avoma Assistant (bot recording) work?

  • The Avoma Assistant joins the meeting as a visible participant
  • The bot announces recording via audio and in-meeting chat
  • Enables real-time transcription, live notes, and AI assistance
  • Fully visible and transparent to all attendees

At a glance:

Feature

Teams Cloud Recording

Avoma Assistant

Bot joins meeting

No

Yes

Consent handling

Microsoft Teams

Audio + chat announcements

Real-time transcript

No

Yes

Recording visibility

MS Teams UI

Bot participant

For more information check this article on how to configure Avoma Bot settings with appearance and recording disclosures.

How do you enable or disable recording before a meeting?

Follow these steps to control recording ahead of time:

  1. Open Avoma → Go to Meetings.

  2. Select the upcoming Microsoft Teams meeting.

  3. Open Meeting settings.

  4. Turn Recording on or off.

  5. If available, choose the Recording type.

  6. Save your changes.

For recurring meetings, choose whether changes apply to one occurrence or all future meetings.

How do you control recording during a live Microsoft Teams meeting?

Recording can be managed directly during the meeting.

  1. Join the Microsoft Teams meeting.

  2. Confirm recording is active:

    • A Teams recording banner appears, or

    • The Avoma Assistant announces recording.

  3. To stop recording:

    • Select More actions (•••) → Stop recording in Teams, or

    • Remove the Avoma Assistant from the participant list.

  4. Confirm recording has stopped.

Note: Microsoft Teams does not support pausing recordings—only start or stop.

How does recording work when using the Avoma Assistant?

The Avoma Assistant is intentionally participant-controlled.

  1. Start or join the Microsoft Teams meeting.

  2. Admit the Avoma Assistant from the meeting lobby.

  3. Wait for the audio and chat announcement confirming recording has started.

To stop recording:

  • Remove the Avoma Assistant from the meeting, or

  • End the meeting entirely.

Note: An Avoma admin can customize the bot’s display name.

How can you record impromptu or unsynced Microsoft Teams meetings?

Avoma supports ad hoc and unscheduled recording.

How do you add Avoma to a meeting already in progress?

  1. Copy the Microsoft Teams meeting link.

  2. Email the link to assistant@avoma.com.

  3. Admit the Avoma Assistant when it appears in the lobby.

How do you record meetings without calendar integration?

  1. Start the Microsoft Teams meeting.

  2. Invite assistant@avoma.com using the meeting link.

  3. Admit the bot to begin recording.

This is useful for external calls, quick syncs, or teams without calendar sync enabled.

How does Avoma handle compliance and participant consent?

Recording laws vary by country, state, and region. Your organization is responsible for complying with applicable laws and internal policies.

Best practice is to always obtain verbal consent before recording.

Avoma helps reinforce consent through:

  • Audio announcements when recording starts

  • Calendar descriptions or disclaimers

  • Email notifications

  • In-meeting banners and chat alerts

These safeguards make recording clear, auditable, and defensible.

Who can access recordings, and how is privacy controlled?

Avoma allows granular control over who can view recordings.

How do you set or change privacy settings?

  1. Open Avoma → Meetings.

  2. Select the meeting.

  3. Open Privacy.

  4. Choose the appropriate access level.

  5. Save changes.

Privacy settings can be applied to individual meetings or recurring series.

Common privacy levels include:

  • Private (host only)

  • Specific teams

  • Organization-wide

  • Public (if enabled by admin)

Access is always intentional and reversible.

FAQs about recording, compliance, and privacy in Avoma

Does Avoma ever record meetings without notifying participants?

No. Avoma never records silently.

  • Teams shows native recording banners, or

  • The Avoma Assistant announces recording via audio and chat
    If no notification appears, recording has not started.

Who is legally responsible for meeting recording compliance?

Your organization is responsible.

  • Laws vary by region

  • Internal policies may be stricter than local law
    Avoma provides consent signals but does not replace legal guidance.

Can participants stop the Avoma Assistant from recording?

Yes, if they have meeting permissions.

  • Removing the bot immediately stops recording

  • The meeting continues normally
    Admins can restrict participant permissions if needed.

Who can view or share recordings after the meeting ends?

Only users allowed by the meeting’s privacy settings.

  • Privacy can be updated before or after the meeting

  • Applies to single and recurring meetings
    Review privacy settings if access seems too broad.

Why was my Microsoft Teams meeting not recorded?

There is usually a configuration-related reason.

  • Recording may be disabled by admin policy

  • The Avoma Assistant was not admitted

  • Recording was stopped during the meeting
    If the issue continues, review recording defaults or contact your admin.

What's next

For deeper, step-by-step guidance, see:

You may also want to:

  • Review recording defaults with IT or Legal

  • Share this article with managers and new hires