Call Recording and Consent Reports

This feature allows customers to analyze Copilot’s meeting recording pertaining to Video Calls for their organization.

 

Copilot admins can:

 

• Identify meeting recording configuration issues in Copilot, including meeting platform settings and patterns in user actions that may be causing missing recordings.

• Once these issues are identified, use the call metadata from meeting reports and the recommended troubleshooting steps to adjust configurations and better support recording users, ultimately improving meeting recording coverage.

• Get insights into which teams are missing the most meetings and understand the top reasons behind missing recordings.

• Review an audit log of who made changes to recording-related configurations within the organization.

 

Use Cases

An Admin can:

 

• Find all calls that were not recorded and view Top reasons for not recording,
• Find which Teams are dropping the most calls and why.
• Find out if recording rules needs a modification.
• Figure out reasons and make changes to ensure all important calls are getting recorded

 

Reasons for Call Not Recorded

Call ignored due to restricted domain/email

Copilot skipped this call because one or more participants belong to a restricted email/domain. You can manage these rules under Recording Settings › Restricted Domains.

 

Tip: Use this to avoid recording sensitive domains like competitors or partners.

 

A meeting participant from your Organization requested not to record

A participant from your organization manually opted out of recording.

This can be done via Slack, MS Teams, the Desktop App, or the My Calls page.

To identify who made the request, download the full report and check the columns:

• Manually turned on
• Manually invited at

 

Recording rule [Meeting organizer rule] set to ignore this call

 

This meeting was organized by someone outside your organization, and your settings only allow recording for internal organizers.

Update this in Recording Settings › Meeting Organizer Rule.

 

 Note: We recommend keeping this rule on to ensure proper consent handling for customer-facing calls.

 

A meeting participant declined consent to be recorded

A participant declined recording via the Consent Page by choosing “Join but do not record.”

 

We do not capture which participant opted out for privacy reasons. Customize consent rules for your team at Consent Settings.

 

Best practice: Keep active consent enabled when selling into regions with strict privacy laws.

 

Meeting host denied permission to record the call in Zoom

The host of this Zoom meeting either denied recording permissions or never joined the call.

Green check: If the host is a Copilot user and Zoom is integrated, Copilot records automatically.
Red X: If hosted by an external person, permission is required each time.

 

Local recording access disabled in Zoom Configuration

Copilot couldn’t record this Zoom call because local recording is disabled for the host or by organization policy.

To enable, review your Zoom account’s recording settings.

 

Meeting not confirmed

This meeting wasn’t recorded because it was never confirmed by the host.

 

Only confirmed meetings are picked up for recording.

 

Other reasons 

Copilot encountered an issue while attempting to record or process the call and is unable to ascertain the exact reason here.

 

This could be due to:

 

• The meeting platform configuration blocking the copilot bot, or a transient error on either the Copilot platform or the meeting platform

• This could be due to a downtime on the the video platform end or copilot service, Check the following links for platform and Copilot service status

   

  Platforms

• Zoom SDK Service status

• Google meets Service status

• MS Teams Service Status

  Copilot Service status

 

 

	Reason	Explanation	Error Type
1	Call too short to record	Copilot detected less than 5 seconds of spoken audio, so the meeting wasn’t recorded. Only meetings with meaningful conversation are captured.	User Side
2	Authentication required – Copilot couldn’t join	Copilot encountered a Sign-in screen while trying to join. This can happen if: The meeting link was from a personal account, or Your org’s meeting settings require login for all attendees. Copilot joins as an anonymous bot and cannot sign in. You can configure the bot name at Copilot Recorder Settings. To fix this, remove the "sign-in required" condition from meetings intended to be recorded.	User Side
3	Copilot was not admitted into the meeting	Copilot waited in the waiting room for 12 minutes, but wasn’t let in. It left and didn’t record the meeting. Ensure your org’s meeting settings allow bots to bypass the waiting room or admit Copilot manually.	User Side
4	Copilot was removed from the meeting	Copilot was removed from the call before it could capture enough spoken audio, so the meeting was not recorded.	User Side
5	Invalid or expired meeting link	Copilot could not join because the meeting link was invalid or had expired.	User Side
6	No one joined the meeting	Copilot waited 10 minutes, but no participants joined. The meeting was not recorded.	User Side
7	No audio detected at start	Copilot detected no speech for the first 10 minutes, so it left the call without recording.	System Error
8	Meeting didn’t start on time	Copilot waited 10 minutes for the host to start the meeting. Since it didn’t begin, it was not recorded.
9	Copilot couldn’t connect to the meeting	Copilot attempted to join but failed to establish a connection. This could be due to unstable links, platform issues, or access restrictions.	System Error
10	Meeting was deleted before Copilot could join	Copilot skipped this call because it was deleted or disabled before it could join.
11	Meeting ended	The meeting already ended before copilot could join the call	User Side
12	Meeting required registration	Copilot couldn’t join because the meeting required prior registration (e.g., webinar setup).	User Side
13		Wrong meeting passcode provided in the meeting url.	User Side
14	CALL_TOO_SHORT	Meeting too short	When less than 5 seconds of speech is detected copilot will not consider the meeting a valid meeting to record.

 

Email report Columns

1. ***********

   1. Meeting

   2. Meeting time

   3. Meeting duration

   4. Meeting ID

   5. Meeting link

   6. Meeting Type - Please Do not use ENUMS, Instead use

      1. Zoom

      2. Google Meet

      3. Microsoft Teams

         as row values

   7. Reps on meeting( Invited ) - Name

   8. Rep on meeting ( Invited ) - Email

   9. All participants on meeting( Invited ) - Name

   10. All participants on meeting( Invited ) - Email

   11. Reps on meeting( Attended ) - Name

   12. Rep on meeting ( Attended ) - Email

   13. All participants on meeting( Attended ) - Email

   14. All participants on meeting( Attended ) - Email

   15. Meeting organiser email

   16. Was meeting organised by external participant

   17. Meeting organizer team

   18. Was meeting recorded

   19. Reason for not recording meeting

   20. Was the bot invited manually to the meeting

   21. Bot invited manually at

   22. Bot invited manually by

   23. Meeting recorded Ad-hoc, ie using ‘Join my Meeting’ action without a calendar event.
       
       

 

User flow

Copilot admins can:

 

1. Head over to https://copilot.clari.com/settings#consentPageSettings

2. Click on ' Recording report'

3. View aggregate insights on the Dashboard

4. View detailed Call logs by getting an excel report emailed to them