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Modifying recording notifications in zoom App

ByCorporate Guider Home, Zoom

Overview

When Zoom records a meeting, the participants will be notified that the meeting is being recorded. The ability to turn off this notification is not available. When a participant joins the meeting via the desktop client or mobile app, the screen will display a warning about recording consent disclaimer. When participants join audio via their phones, they will hear an audio prompt when they join the meeting for the first time, if it is already being recorded or at the time it is being recorded.

Some recording notification settings can be modified depending on your account type.

  • If you have a Basic, Pro, Business, and Free Trial account with fewer than 100 licenses, the recording consent disclaimer is enabled by default for all users on the Zoom client, and it cannot be disabled nor customized. However, the voice prompts (audio notifications) can be turned off. You can choose whether to require participants to press 1 to consent to being recorded when joining by phone, as well as whether to enable multiple audio notifications that will allow users to hear a notification each time the recording starts, pauses, is resumed after being paused, or is stopped.
  • For account owners and administrators with 100+ licenses of Enterprise, API, Education, and Business accounts, the recording consent disclaimer can be disabled for internal participants as well as customized. Guest participants are still required to acknowledge the recording consent disclaimer.

Notes:

  • For participants who join using a Zoom client, all account types have the option to disable the voice prompts (audio notifications). There will always be a voice prompt heard by participants who join audio by phone when the meeting is being recorded.
  • When Zoom is enabled, participants can automatically be muted when they join a meeting that is being recorded or live streamed and their video screen will be off as well.
  •  In the event that a participant consents to being recorded, their settings will be reverted back to the defaults for that particular meeting or user. If the recording starts while the participants are already in the meeting, then this does not apply to them.

Prerequisites

  • If you are an admin or account owner, you can enable and/or lock a group or your account
  • Users with 100+ licenses in Enterprise, API, Education, or Business accounts will no longer have to consent to recording

Note:

For accounts with less than 100 licenses in the Basic, Pro, Business, and Free Trial plan categories, the disclaimer regarding recording consent is enabled by default for all users of the Zoom client and cannot be disabled or customized. It is possible to turn off the voice prompt.

Account

Recording notifications – Zoom clients

All users in the account who have meeting participants joining on Zoom clients can edit the Recording notifications – Zoom clients setting. There are many Zoom clients out there, including Zoom desktop client, Zoom mobile app, Zoom Rooms, and Zoom VDI.

  1. Edit account settings by logging into the Zoom web portal as an administrator.
  2. Select Account Management and Account Settings under the navigation panel.
  3. Select the Recording tab at the top of the page.
  4. Go to the Recording notifications – Zoom clients section.
  5. If you choose All participants under Show a disclaimer when a recording starts, then the disclaimer will be displayed to all participants.
  6. For editing the disclaimer text, click Customize Disclaimer (optional).
    Note:
  7.  It is not possible to customize the recording consent disclaimer text for Basic, Pro, Business, and Free Trial accounts with less than 100 licenses.
  8. If you choose All participants, Guest only, or No one to hear the recording notification under Play voice prompt for, you will specify how the audio recording will be notified.
  9. In order to enable and customise a disclaimer for the host when starting a recording, check the box next to Ask host to confirm before starting a recording (optional).
  10. Click on Save.
  11. The option to make this setting mandatory for all users in your account can be found by clicking the lock icon and then clicking the Lock button to confirm the setting.

Recording notifications – Phone users

For users who have participants joining a meeting by phone, account owners and admins can modify the Recording notifications – Phone users setting. The audio notification will be heard by default by participants joining via phone, but you can also enable multiple notifications for those joining via phone.

  1. You need to sign in as an administrator with the privilege of editing account settings.
  2. Click Account Management under the navigation panel.
  3. Select Recording from the list.
  4. Scroll down until you see Recording notifications – Phone users.
  5. If necessary, update the following settings:
    • Users who wish to be recorded must press 1 on their phones. Users who can only use their phones will be asked to press 1 to consent if this check box is selected. If they do not press 1, another voice prompt will be played. The meeting will still be recorded even if users do not press 1 after the second voice prompt has been provided.
    • Phone users will receive multiple notifications. When this option is selected, phone users will hear audio notifications every time the recording starts or restarts, notifying them that the meeting is being recorded.
  6. Click Save.
  7. You can make this setting mandatory for all users in your account by clicking the lock icon, then clicking Lock.

Group

Note:

Zoom Group Management page has been renamed to Groups if you signed up for a new account after August 21, 2021; or if you enabled the New Admin Experience on your account.

Recording notifications – Zoom clients

Recording notifications – Zoom clients is a setting that enables administrators and account owners to modify for a group of users in their account who have meeting participants joining on Zoom clients. Zoom clients include the Zoom desktop client, Zoom mobile app, Zoom web client, Zoom Rooms, as well as the Zoom VDI desktop client.

  1. Using the Zoom web portal, log in as a Zoom admin with the privilege of editing your account settings.
  2. From the navigation panel, select User Management followed by Group Management.
  3. From the list, click the name of the appropriate group, then select the Recording tab.
  4. Click Recording notifications – Zoom clients at the bottom of the page.
    It is important to note that if the option is grayed out, it has been locked at the account level and must be changed at that level.
  5. If you want to display a disclaimer at the beginning of recording, choose either All participants or Only guests.
  6. (Optional) Click the Customize Disclaimer button if you want to edit the recording consent disclaimer text.
    Note:
  7. Users with fewer than 100 licenses can’t customize the recording consent disclaimer text for Basic, Pro, Business, and Free Trial accounts.
  8. Select All participants, Guest only, or No One to receive audio recording notifications under Play voice prompt for.
  9. You can enable and customize a recording disclaimer for the host by checking the box next to Ask host to confirm before starting a recording.
  10. Click Save.
  11. Click the lock icon and then click Lock to confirm the setting if you wish to make it mandatory for all users in the group.

Recording notifications – Phone users

Recording notifications – Phone users is a setting that admins and account owners can change for a group of users whose meeting participants join by phone. The default setting is for participants who join a call via their phone to hear one audio notification indicating that the call has begun, but you can also enable multiple notification options for phone users.

  1. If you are a Zoom admin, you can edit the account settings by signing in to the Zoom web portal.
  2. To do so, click Account Management then Account Settings in the navigation panel.
  3. Select Recording in the list of tabs.
  4. Locate Recording notifications – Phone users in the list of tabs.
    Note:
  5. Grayed-out options have been locked at the account level, so they must be changed there.
  6. Change the following settings (optional):
    • Recording phone-only users must be consented to by pressing 1. You will be asked to provide consent for phone-only users if you check this box. A second voice prompt will appear if the user does not press 1. The meeting will still be recorded even if users do not press 1 after the second voice prompt has been provided.
    • Phone users will receive multiple notifications. When you check this box, phone users will hear audio notifications to inform them that the meeting is being recorded each time the recording begins or restarts.
  7. Click Save.
  8. In order to make this setting mandatory for all group members, click the lock icon, and then click Lock to confirm the setting.

User

Recording notifications – Zoom clients

Your meeting participants joining on Zoom clients can modify the Recording notifications – Zoom clients setting. The Zoom desktop client, mobile app, web client, Zoom Rooms, and VDI are among the Zoom clients.

  1. Zoom’s web portal can be accessed by signing in.
  2. Select Settings from the navigation panel.
  3. Select Recording.
  4. Then scroll down to Recording notifications – Zoom clients.
    Note:
  5. Admins have locked the option if it says Locked by admin. Zoom administrators need to be notified.
  6. You can choose either All participants or Guest only under Show a disclaimer to participants when recording begins.
  7. You can choose to notify all participants, guests only, or no one about the audio recording under the Play voice prompt for option.
  8. If you decide to enable and customize a disclaimer for the host when starting a recording, you should check the box next to Ask host to confirm before starting a recording.
  9. Then, click Save.

Recording notifications – Phone users

If your meeting participants join by phone, you can modify the Recording notifications – Phone users setting. Participants who join via phone will receive one audio notification informing them that a recording has begun, but you can also enable multiple notifications.

  1. Log in to the Zoom web portal.
  2. Click Settings in the navigation panel.
  3. Select Recording.
  4. Select Recording notifications – Phone users.
    Note:
  5.  An option that states Locked by admin has been locked either at the account level or at the group level. The administrator needs to be contacted.
  6. (Optional) Make any changes necessary to the following settings:
    • Users with only a phone should be required to press 1 in order to consent to being recorded. Users with only a telephone will be required to press 1 to confirm their consent if this check box is selected.
    •  A voice prompt will appear if the user does not press 1. The meeting will be recorded even if users do not press 1 after the second voice prompt is provided.
    • Phone users will receive multiple notifications. The audio notifications will play each time the meeting is started or restarted, informing participants that the meeting is being recorded if this check box is selected.
  7. Click Save.

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