About Consent Profiles
Certain regions and states require that all parties on a call be informed about the recording. Familiarize yourself with the relevant laws and regulations for your location. As a best practice, Outdoo AI recommends notifying all participants about call recordings, regardless of location.
Methods for Capturing Consent
Outdoo AI offers several ways to notify participants and obtain recording consent:
Personalized Consent Page: A page hosted by Outdoo AI that notifies participants and obtains their consent.
Audio Prompt: Participants hear a default audio message upon joining the call, notifying them about the recording.
Pre-Call Emails: An automated email is sent approximately 10 minutes before the call to remind participants that the meeting will be recorded.
Managing Consent Settings
Consent needs often vary by region, team, or use case. Outdoo AI provides consent profiles to manage these requirements. You can customize profiles for different teams or geographic areas to maintain compliance and streamline operations.
What You Can Do with Consent Profiles
- Enable different consent pages for teams using various conferencing platforms (for example, Zoom or Google Meet)
- Enforce opt-out options for regions like EMEA while disabling opt-out for US teams
- Customize consent pages with specific logos, company names, or text for subsidiaries
- Play audio prompts in the participant's language for specific teams
- Send pre-call emails in multiple languages based on the host's team
- Assign profiles to teams or individuals to apply consistent rules
Workflow: Setting Up Consent Capture
1. Create or Customize Consent Profiles
- Use the default profile or create new ones to meet specific needs
- Enable at least one method of capturing consent: an audio prompt (in-call notification) or a pre-call email (automated reminder)
2. Assign Profiles to Teams or Individuals
- Go to the Team Members settings page to assign profiles
- Test profiles with a small group before broader deployment
Best Practices for Compliance
- Use audio prompts and pre-call emails universally for consistency
- Validate new consent profiles with smaller groups before rolling them out
- Train teams on using calendar add-ins and adding consent links manually when needed
- Stay updated on regional recording regulations to ensure ongoing compliance