Meeting recording consent: How Avoma helps you stay compliant

Recording consent requirements vary by country, state, and region. While some jurisdictions require one-party consent, others require everyone on the call to be informed or explicitly agree to the recording. We recommend reviewing the recording laws that apply to your organization before recording meetings.

Avoma helps organizations meet these requirements with configurable, organization-wide recording consent policies and automated participant notifications. Instead of relying on manual announcements, admins can choose how recording consent is handled across all meetings by selecting one of four enforcement levels.

Configure your organization's recording consent policy

Avoma offers four recording consent enforcement levels, allowing admins to choose the approach that best aligns with their organization's compliance 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. (Available on select Avoma plans. Check pricing page for details).

4. Permission required: The highest compliance standard. Participants must explicitly accept or decline to be recorded. If they decline, Avoma automatically disables recording for that session. (Available on select Avoma plans

5. 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

• Automatically add recording notices to calendar invites: Avoma can automatically append a recording disclaimer to meeting descriptions, so participants know before the meeting that the session will be recorded. (e.g., "This meeting will be recorded for note-taking purposes").

• Send automated recording reminder emails: Avoma can send recording reminder emails before meetings, notifying participants that the upcoming session will be recorded. Reminders can be sent 15 minutes before internal meetings and 24 hours before external meetings.

   

2. In-meeting awareness

• Automated voice announcement: When the Avoma Bot joins a meeting, it can automatically play a voice announcement informing participants that the meeting is being recorded for note-taking purposes. This is especially useful on platforms like Google Meet and Microsoft Teams, which do not always provide native audio recording notifications. 

   

• Notify participants in the meeting chat: As soon as recording begins, the Avoma Bot automatically posts a recording notice in the meeting chat, providing an additional notification that the session is being recorded.

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

How Avoma handles recording consent with Zoom, Google Meet, and Microsoft 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.