Understanding the Recording Insights Dashboard

The Overview Section
Members Table Displaying Recording Statuses
Detailed View for Each Member Containing Recording Details for Each Meeting
Reasons for unrecorded meetings
FAQs

The Recording Insights dashboard, accessible under Usage Insights > Activity section, offers an overview of all meeting recording activities within your organization. This dashboard is designed to help you determine if meetings are being recorded as expected or if there are setup issues or workflow problems hindering the recording process, allowing you to take appropriate corrective actions.

Recording Insights Dashboard is only available to Avoma admins on paid plans.

The dashboard consists of three key elements:

An overview section at the top.
A members table displaying the recording statuses of their respective meetings.
A detailed view for each member containing recording details for each meeting.

The overview section

The overview section displays four key metrics:

Meetings Synced from Calendar: This indicates the total number of meetings synced into Avoma from all members’ connected calendars.
Meetings Recorded: This represents the total number of meetings recorded for your organization within a specified period.
Meetings Not Recorded: This reflects the number of meetings that were not successfully recorded for your organization.
Total Recording Duration: This is the cumulative duration of all recordings made during a specified period for your organization.

Members Table Displaying Recording Statuses

The members table provides insight into the recording activity for each member. Below are the meanings of each column in this table:

Meetings Synced from Calendar: All meetings imported from the member’s calendar, where the member is either a host or a participant.
Meetings Attributed to Member: This bar chart shows the number of meetings for which this member owns the recordings, captured under this member’s license and settings, from those synced from the calendar. Hovering over the bar chart reveals a breakdown of:
1. Meetings to Record for This Member: Indicates how many meetings are expected to be recorded for this member, both as a host and participant.
Recording Status: This bar chart shows a breakdown of how many meetings were recorded and how many failed to record, out of those attributed to this member. Hovering over the bar chart provides further details.
Total Recording Duration: Indicates the total duration of recordings for all recorded meetings.
Reasons if Not Recorded: This split bar chart displays the distribution of reasons for meetings that were not recorded. Please see the section below for more details regarding reasons for unrecorded meetings.

Detailed View for Each Member Containing Recording Details for Each Meeting

Clicking on “View Details” next to each member in the table above will take you to a detailed view that displays the recording status for each meeting associated with that member. This section features a Sankey chart that illustrates a funnel-like perspective, starting from the meetings synced into Avoma for that member and leading to the reasons why some meetings remain unrecorded. Additionally, it provides further details for each meeting. Below are the meanings of each column in this table:

Meeting Title - The title of the meeting.
Meeting Date - The date when the meeting occurred.
Company Name - The name of the company associated with this meeting.
Type - Indicates whether the meeting was external or internal.
Meeting Recorded - Indicates whether the meeting was recorded.
Recording Duration - The duration of the meeting recording.
Recorded as Host/Participant - Indicates whether the member was recorded as a Host or Participant.
Meeting Platform - The platform used to conduct the meeting.
Recording Source - Indicates whether the recording was done by Avoma’s bot or through the meeting platform’s cloud recording functionality.
Reason if Not Recorded - Provides the reason for any meetings that were not recorded. Please refer to the section below for more details regarding reasons for unrecorded meetings.

Reasons for unrecorded meetings

Reason	Detail
Missing Conferencing details	Conferencing details not found or incorrect OR Conferencing details were received after the meeting started.
Unsupported conferencing provider	Avoma did not/will not record this meeting as conferencing details not found or incorrect.
Zoom Meeting Did Not Start	Zoom meeting was not started and hence Avoma did not receive the recording.
Recording not received	Avoma didn't receive the recording as the meeting was not saved in Zoom cloud.
Meeting not recorded	Meeting recording was not enabled hence Avoma does not have the recording.
Download Failed	Recording was not received from Zoom. If the recording exists in Zoom you can upload it manually in Avoma.
Download Error	There was an issue with the recording download.
Recording limits exceeded	No eligible participant with recording limits.
Blacklisted domain	Avoma will not/did not record this meeting as one or more participants are from the restricted or blacklisted domain.
Recording license missing	No participants have recording feature or license.
Recording license missing	No participants have phonebot feature or license.
Recording disabled	Recurring meeting recording was disabled by user.
Recording setting disabled	None of the meeting participants have internal meeting recording enabled.
Recording setting disabled	None of the meeting participants have external meeting recording enabled.
No eligible participant with recording limits	Meeting was not recorded because the recording limit was exceeded.
Meeting invite not accepted	No one has accepted the meeting invite.
Parallel meetings	There are parallel meetings for the same organizer hence this meeting is not being recorded.
Host in another meeting	Meeting was not recorded because host had a parallel meeting running at the same time.
No participants	Meeting was not recorded because no one joined the meeting.
Silent recording	Meeting does not have a recording or no one spoke hence we could not process the recording.
Silent recording	Meeting could not be processed because no one spoke or there was no recording.
Parallel meetings	Meeting was not recorded, as the organizer had multiple parallel meetings.
Bot kicked out	Meeting was not recorded because Avoma assistant (bot) was kicked out of the meeting.
Bot kicked out	Meeting was not recorded because Avoma Assistant (bot) was kicked out of the meeting or denied recording permission.
Bot denied entry	Meeting was not recorded because Avoma assistant (bot) was denied entry into the meeting.
Bot timed out waiting for approval	Meeting wasn't recorded because the Avoma assistant (bot) timed out while waiting to join.
Bot timed out waiting for meeting host	Meeting wasn't recorded because the Avoma assistant (bot) timed out while waiting for the meeting host to join.
Invalid recording details	Meeting was not recorded because of invalid recording details.
Recording too short	Meeting recording is too short to be processed.
Invalid video	Meeting was not recorded because of invalid video. If you have the recording stored, try uploading it manually.
Recording error	Meeting was not recorded because of an unexpected recording error.
No recording found	We could not find the recording for the meeting.

FAQs

The total conversations displayed in the Activity Dashboard suggests the number of conversations the member participated in, and the Meetings synced from the calendar indicates the same. However, why do these two numbers differ?

There are a couple of reasons for this discrepancy:

1. 1. The Activity Overview Dashboard includes dialer calls, while the Recording Insights dashboard only accounts for scheduled meetings on members’ calendars.
  2. When a meeting is rescheduled when the original event is about to begin or has already begun, Avoma bot has probably already joined the meeting. In such cases, Avoma cannot determine whether to discard the recording of the original meeting. This can lead to a mismatch between the numbers displayed on the Activity dashboard and the Recording Insights dashboard.
What does “meetings attributed to member“ mean?
Avoma establishes meeting attribution based on the highest licensed member in that meeting. The recording settings of the attributed users dictate whether a meeting will be recorded. "Meetings attributed to member" indicate all such meetings where this member is the highest licensed user.