This is a comprehensive guide for configuring the Recorder Settings within Copilot’s Workspace Settings. These settings play a crucial role in determining which meetings Copilot should automatically join and which ones it should skip. By tailoring these configurations, organisations can ensure that Copilot captures only the most relevant conversations, aligning with internal privacy policies and team-specific preferences.
CONFIGURE AUTO RECORDING
Admins can configure which meetings Clari Copilot should automatically join and record. The goal is to capture important external conversations while avoiding internal or sensitive discussions that don’t need to be recorded.
In Workspace Settings → Recorder Settings, under “Which video conference meetings should Clari Copilot join?”, admins can choose from the following options:
1. All meetings with external participants
Clari Copilot will join any meeting that includes at least one external attendee—regardless of who the host is. This is ideal for organisations that want to ensure all customer- or partner-facing conversations are captured, no matter who schedules or hosts the meeting internally.
2. Meetings with external participants hosted by recording users within the organisation
Clari Copilot will join meetings only if they are:
- Hosted by someone in your organisation who is a designated recording user, and
- Include at least one external participant
This is the most commonly used option. It ensures Copilot captures relevant external conversations while giving admins more control—by limiting recording to a specific group of users (recording users).
3. All meetings
Clari Copilot will join every meeting on a recording user’s calendar—whether or not external participants are present. This setting is useful in specific cases where full meeting coverage is required, including internal discussions, training sessions, or handoff meetings.
RESTRICTED DOMAINS :
Functionality: This sub-section allows administrators to specify one or more email domains (e.g., yourcompany.com, internalpartner.com), if a participant's email address belongs to one of these domains, the call will not be auto-recorded.
Why it's Used:
- Excluding Specific Partners/Vendors: You might have ongoing discussions with certain partners or vendors that are not sales-related and do not need to be recorded. You can add their domains to this list to ensure those specific calls are also excluded from auto-recording.
- Compliance and Privacy: It helps teams stay aligned with internal privacy preferences by offering flexible control over which meetings get recorded.
How to Configure: Admins would type in the domain (e.g., examplecorp.com) and then press Enter to add the domain to the list.
Impact: If a meeting has even one participant whose email domain is on this "Restricted Domain(s)" list, then the call will not be auto-recorded, regardless of other participants.
RESTRICTED EMAILS :
Functionality: Similar to restricted domains, this sub-section allows administrators to specify individual email addresses (e.g., john.doe@yourcompany.com, legal@externalfirm.com), if a participant's email address matches one of these, the call will not be auto-recorded.
Why it's Used:
- Excluding Specific Individuals: This is useful for individuals within your organization (or even external contacts) whose meetings should never be recorded by Copilot, regardless of the domain they belong to. For instance, a legal team member, an executive who prefers not to have calls recorded, or someone involved in highly sensitive discussions.
- Granular Control Beyond Domains: While restricted domains cover broad categories, restricted emails offer even more precise control for individual exceptions.
How to Configure: Admins would type in the full email address (e.g., jane.smith@example.com) and then press Enter to add the email to the list.
Impact: If a meeting has any participant whose exact email address is on this restricted list, the call will not be auto-recorded.
Relationship to "Which video conference meetings should Clari Copilot join?"
It's important to note how "Restricted Domain(s)" and "Restricted Email(s)" interact with the overall auto-recording preference selected at the top right of the screenshot:
- "All meetings with external participants" (Selected): If this option is chosen, Copilot primarily looks for at least one external participant. However, the "Restricted Domain(s)" and "Restricted Email(s)" will act as exclusion rules on top of this. So, even if there's an external participant, if that external participant (or any participant) is on the restricted list, the call will not be recorded.
- "Meetings with external participants hosted by recording users within the organisation": If this option is chosen, Copilot would automatically join the meetings with external participants hosted by recording users, only, if the participants are not included in the Restricted Domain and Emails list.
- "All Meetings": If this option is chosen, Copilot would attempt to record every meeting(internal & external). In this scenario, the "Restricted Domain(s)" and "Restricted Email(s)" become even more crucial as that would be the only mechanism to prevent the recording of specific internal or sensitive calls.
"Allow users to toggle on recording?"
This setting allows users to turn on recording for meetings that are not going to be auto-recorded by Clari Copilot. The users can toggle on to record their meetings either from their My calls -> Upcoming tab or from their Upcoming calls within their desktop app.
Note: By default, Clari Copilot doesn’t record internal meetings and meetings that are configured to be not auto-recorded in the Configure Auto-Recording section. If you do have a scheduled meeting with one of the restricted domains/email participants, using the toggle will not result in the Bot joining to record the meeting as the meeting was restricted from being recorded.