General Recording Consent

1. How do I manage participant consent for recording in Sybill?

Go to Settings > Call Recording > Recording Consent. Here, you can manage how participants are notified about recordings and whether they need to give explicit consent to being recorded before the meeting proceeds.

2. Can I disable participant notifications for recording?

Yes, you can select the “Don’t send notifications or prompt for consent” setting in the Recording Consent section. This will not notify participants, but it's recommended to use this setting cautiously, especially if recording meetings with external participants.

3. What do I say about the reason for recording the call?

We have observed that being upfront about the purpose of the Notetaker, i.e., that it will record the conversation, breaks the ice, and eases any discomfort in the call. You can let the participants know that:

The notetaker allows you to focus on the conversation, instead of scrambling to take notes during the call.
It captures an accurate representation of the discussion.
You can share the call recording and/or notes after the call with the clients if they are interested so that they have a record of the call as well.

Offering to share the call recording afterward typically helps make all parties feel comfortable with it and give consent.

Even after sharing the purpose of the notetaker, if one of the parties doesn't consent to be recorded, you can eject Sybill from the call with just a couple of clicks.

4. What happens if participants don’t give consent for recording?

If a participant on Zoom doesn’t grant explicit consent when required, they won’t be able to turn on their video or audio. They can either ask the host to stop the recording or leave the meeting.

Zoom Integration and Permissions

1. How do I automate recording permissions for Zoom meetings with Sybill?

Recording consent for Sybill in Zoom meetings involves two parts:

Host Permission: As the meeting host, you need to allow Sybill to record the meeting.
Participant Consent: Meeting participants need to agree to be recorded.

While you may want to obtain participant consent for every meeting (as attendees change), constantly granting host permission can be tedious. Automating host permission streamlines this process.

To automate host permission for Zoom meetings:

i. Go to your Sybill settings

ii. Navigate to the "Recording Consent" section

iii. Click the "Connect to Zoom" button

By integrating Sybill with Zoom, you automatically grant recording permission for meetings you host. This eliminates the need to manually approve Sybill's recording for each meeting, while still allowing you to manage participant consent as needed.

Notification and Consent Options

1. What are the common terminologies and what do they mean?

You will come across the below three words commonly:

Notifying or Notification(s): This is used to talk about every time a meeting participant is told that the meeting is being recorded. No action needed.
Permission: As a host, you have to allow Sybill into the meeting to record, this is permission.
Consent: After the host has given permission for Sybill to record, as a participant of the meeting you also have to agree to Sybill recording the meeting, this is consent.

2. What notification options are available for recording consent?

You can choose from three options:

- Don’t send notifications or prompt for consent

- Notify participants on external calls only

- Always notify participants

3. What does "Notify participants on external calls only" mean?

This setting applies when at least one participant is from a different domain than your company. In such cases, all external participants will be notified of the recording via chat and the notetaker bot screen.

4. What message do participants receive when they are notified about recording?

Participants will receive a message in the chat notifying them of the recording and its purpose. Participants who join after the chat message has been sent won’t be able to see it. The notetaker bot screen will also reflect the current recording status.

Permissions on Web Browser

1. How does Sybill handle recording consent on web browsers?

On a web browser, Sybill requests recording permission from the host but does not collect explicit consent from participants. If the host doesn’t grant permission, Sybill will not record and will leave the meeting.

2. Will participants be notified about the recording on web browsers?

Yes, participants will be informed via a chat message, but Sybill won’t explicitly ask for their consent unless it's required (e.g., in Zoom).

Troubleshooting

1. What happens if the host doesn’t grant recording permission?

If the host does not give permission to record, Sybill will not record the meeting and will automatically leave the meeting.

2. What should I do if I don't want to notify participants?

You can choose the “Don’t send notifications or prompt for consent” setting under "Settings > Call Recording > Recording Consent". However, remember that some legal jurisdictions require consent to be collected.

3. What’s the best practice to ensure smooth recording & consent permissions?

Enabling Zoom waiting rooms ensures that the host is logged in when participants join, allowing Sybill’s bot to receive the necessary permissions to record, which can help in ensuring smoother consent collection.