Objective
Ensure that local recording is enabled within your organization's Zoom settings. All Kaia meetings in Zoom will enforce Zoom’s consent setting, which ensures that your meetings are properly recorded by Kaia (when consent is given).
If you notice Kaia joined a meeting but it was not recorded, ensure you have completed these steps.
Applies To
- Outreach Admins
- Zoom Admins
- Kaia
- Zoom
Procedures
Zoom Configuration
Meeting recording requires consent from participants. Zoom Admin settings for Local Recording are required in order for Kaia to request consent. Once consent is granted by users, Kaia can record Zoom meetings properly. To ensure this process properly completes:
- Open and follow Zoom's steps for managing Local Recording here.
- Ensure to Enable Local Recording when prompted.
- Check the option for Hosts can give meeting participants permission to record locally.
- Make this setting mandatory for all users (click the lock icon) per the Zoom instructions. (If Kaia is only used by a certain group of users in your org, see Group Management with Zoom below.)
- [OPTIONAL] Customize Zoom's recording consent disclaimer.
Note: Kaia will be able to join meetings hosted by someone in your organization or someone outside your organization as long as the above local recording settings are enabled.
Group Management with Zoom
Zoom allows for Group Management so that features can be enabled for certain groups of users and not for others. If Kaia is only being used by some, but not all, of your Zoom users, you may choose to only enable the above features for a limited group of your Zoom users (e.g. those users who also have Kaia licenses).
Kaia behavior when Zoom consent is configured
- When hosting a Zoom meeting, a Zoom host will need to grant Kaia recording permission.
- Once the Zoom host allows Kaia to record, meeting attendees will be notified that the meeting is being recorded.
- If consent is not given using the consent pop-up, a Zoom host can grant recording privileges to Kaia in the Participants list. Learn more here.
- The Kaia window will appear as a Zoom participant throughout the duration of the call, including prior to the recording starting and while a recording is paused, stopped, and resumed.
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The presence of Kaia as a call participant does not mean that it is actively recording. When Kaia is recording, Zoom will show flashing red dots on the Kaia participant item. See the following screenshot.
Note: Kaia itself doesn't control how consent is delivered. It simply asks the host to approve the recording request, starts the recording when the host approves the request, and then notifies Zoom that Kaia has started recording. How consent is then delivered to participants is controlled by Zoom. Learn more about managing how consent is provided in Zoom here.