Kaia Meetings Recording Consent Page: Admin set up

Objective

Learn how to set up and configure the Kaia Meeting Recording consent page for your organization.

Applies To

• Outreach Admins

Before You Begin

• Requires Meet license or equivalent.
• The consent page must be enabled by an admin in Administration > Tools > Kaia > Compliance.
• Consent page support varies by scheduling surface and video conferencing provider. See the supported experiences table below.
• If you plan to schedule via Outlook, use the Outreach add-in with calendar support version 3.1.1.
• If you plan to schedule via Google, use the Outreach Everywhere extension.

Overview

The Kaia consent page is a web page hosted by Outreach that informs meeting attendees that Kaia is being used to record the meeting. When a meeting is scheduled using a consent-enabled configuration, the standard video conferencing join link is replaced with a consent-wrapped link. Attendees click through the consent page before joining the meeting. See also: Scheduling with Kaia Consent Page.

When a scheduling surface and provider combination is not supported, the meeting link is not wrapped in a consent link and Kaia will not join the meeting. The rep's scheduling workflow continues as normal, but no consent page will be shown to attendees and Kaia will not join the call.

Supported Experiences

The consent page is supported across multiple scheduling surfaces and video conferencing providers. Use the table below to confirm which combinations are available. When a combination is marked as Not supported, the meeting will not be wrapped in a consent link and Kaia will not join the meeting.

Note:

• Dynamic links are video conferencing links generated at scheduling time by a connected provider (unique per meeting).
• Static links are fixed meeting room links added from the rep's calendar settings. They are usually added via Outreach meeting type template variables ({{sender.conference_url}} or {{sender.conference_details}}) or via the 'Your personal meeting info' option in the video conferencing picker when scheduling directly from Outreach.

Procedure

Enable the Consent Page

1. Log in to Outreach as an Admin.
2. Go to Administration > Tools > Kaia.
3. Select the Compliance tab.
4. Enable the consent page and configure per provider as needed.

Configuration Options

• Per-provider control: Enable or disable consent by provider independently. For example, you may want consent enabled for MS Teams but not for Zoom.
  
• Landing page customization: Customize the consent page text, add a link to your privacy policy, and upload your organization logo.
  

Additional Information

• Scheduling with Kaia Consent Page: Guide for sales reps
• Outreach Kaia Meetings FAQ
• How To Assign Licenses in Outreach for Kaia

Frequently Asked Questions

Why am I asked for admin approval after clicking "Add Kaia meeting" in the Outlook add-in?

The Outreach for Outlook add-in requires the OnlineMeetings.ReadWrite permission in Microsoft Entra ID to generate meeting links. This permission requires admin consent in your organization. Ask your Microsoft 365 admin to grant the permission on your behalf. Admins can follow this Microsoft guide to configure or grant consent.

Why am I asked to grant additional permissions after clicking "Add Kaia meeting" in the Outlook add-in?

The Outreach for Outlook add-in requires the OnlineMeetings.ReadWrite permission to create meeting links with consent. If your Microsoft admin allows users to grant this permission, approve the request and continue. If admin approval is required, refer to the question above for next steps.

I scheduled a meeting with consent via a supported flow but Kaia didn't join. What should I check?

First, confirm whether the invitee went through the consent page. If the consent page was not shown, the meeting may not have been scheduled with consent — this can happen when the meeting is scheduled through an unsupported flow. Refer to the supported experiences table above to confirm your flow is supported.

If the meeting was scheduled through a supported flow and the consent page was completed, check when the meeting was scheduled. If it was scheduled less than 5 minutes before the start time, Kaia may not have had enough time to join.

When exactly does Kaia join a consent-wrapped meeting?

Kaia joins approximately 1 minute before the meeting start time. Make sure you are not testing with meetings scheduled far in the future or meetings that have already passed.

What happens if a rep schedules a meeting using a provider or surface that is not supported?

The meeting link will not be wrapped in a consent link and Kaia will not join the meeting. The rep can still schedule and send the invite as normal, but no consent page will be shown to attendees and no recording will take place. Refer to the supported experiences table above to confirm which combinations are covered.

Will this require that every attendee acknowledges consent, and can their acknowledgement be audited?

No. Users can get around it by copying meeting details and sharing them directly. These events are also not auditable.

Why can't my users add Kaia to meetings manually?

When the consent landing page is enabled for at least one video conference provider, all options to manually add Kaia to meetings are removed. This prevents users from adding Kaia to meetings without going through the consent page.

How does this affect meetings scheduled before the feature was enabled but taking place after?

This feature only affects new meetings scheduled after the feature is enabled. For existing meetings, including recurring ones, you may wish to reschedule so that a consent-enabled link is used.

If I enable the consent feature, will Kaia still auto-join my meetings?

No. Enabling the consent feature automatically disables Kaia auto-join. A consent acknowledgment is now required from guests before any recording can occur.

A new 'Add Kaia meeting' button is appearing in my users' Outlook ribbon. What is it?

Add Kaia meeting is a new option in the Outreach Outlook add-in (version with calendaring support). For orgs with the Kaia Consent Page enabled, it allows reps to add a consent-wrapped video conferencing link directly from the ribbon in one click. For orgs without the consent page enabled, clicking it shows a contextual message explaining it is not configured. Existing scheduling workflows are completely unchanged — if your organization doesn't use the Kaia consent page, there is no need to use this option. Kaia will automatically join your meetings.