Ensure Compliance and Obtain Attendee Consent for Meeting Recordings
Recording consent is a crucial aspect of any meeting, and it is essential to inform the attendees that the meeting is being recorded and obtain their consent for the same to ensure compliance with applicable laws and regulations.
On Outplay, you can easily configure recording consent settings to notify attendees of the meeting about the recording and obtain their consent. This article explains how to set up recording consent settings on Outplay.
Here’s how you can go about it:
- Log in to Outplay and click on the Intelligence tab.
- Navigate to Profile and select Settings from the drop-down menu.
- Click on Recording Consent from the sidebar menu.
- Here, you can configure the settings for the following three sections.
Email Reminder
Sending an email reminder to all attendees before the meeting is a useful way to inform them about the meeting as well as the recording activity, and obtain their consent for the same. To enable this feature, follow these steps:
- Turn on the toggle for Send an email reminder to all participants, which includes the recording consent message as well.
- In the Edit Message field, enter a customized message for attendees regarding the reminder and recording consent.
- In the Link to Privacy Policy Page field, add the page link to your privacy policy.
- Select how far in advance of the meeting the email should be sent (15 mins, 30 mins, 60 mins, 12 hours, or 24 hours).
- Click on Save.
Message in Zoom Chat
If your meeting happens on Zoom, you can drop a message in the chat box to inform attendees about the recording and obtain their consent. To enable this feature, follow these steps:
- Enable the toggle for Drop a message in the chat window.
- In the Edit Message field, enter a customized message for attendees regarding recording consent for the meeting.
- Click on Save.
NOTE: Currently, this feature works only with Zoom meetings.
Consent Web Page
You can have attendees redirected to a consent webpage before joining the meeting call to inform them about the recording activity and obtain their consent. To enable this feature, follow these steps:
- Enable the toggle for Enable redirecting to the consent page before joining the call.
- In the Edit Message field, enter a customized message for attendees regarding recording consent for the meeting.
- In the Customize Logo section, you can upload a logo of your business.
- Click on Save.
NOTE: If there is no logo uploaded, the Outplay logo will be used by default.
Recording consent is an essential aspect of any meeting, and Outplay's recording consent settings make it easy to notify attendees and obtain their consent. By following the steps outlined above, you can configure recording consent settings on Outplay and ensure compliance with applicable laws and regulations.