Recording Preferences (Organization Defaults)

Admins can decide what gets recorded by default for the whole organization, and optionally lock individual settings so users can't change them. This article walks through the org-level defaults under Settings → Organizational → recording preferences.

What you can configure

The defaults mirror the per-user toggles in Settings → Personal → Calendar integration → Automatic recording. They apply to every new user automatically when they connect their calendar, and you can choose whether users may change them afterwards.

Recording defaults

• Record external meetings — automatically record meetings with at least one external attendee.
• Record internal meetings — automatically record meetings with only internal attendees.
• Only record meetings that have been accepted — skip tentative, declined, and unanswered meetings.
• Only record meetings where the individual is the host — skip meetings the user is invited to but not hosting.

Audio & chat call announcement

• Audio call announcement — when on, the Copilot verbally announces the start of the recording.
• Chat call announcement — when on, the Copilot posts an announcement in the meeting chat.

Both are organization-wide and apply to every meeting the Copilot joins.

Default internal meetings to private

When on, every newly recorded internal meeting (one where all participants are from your domains) is marked private by default. Private calls are only visible to attendees, not to the broader org. See How can I make all internal calls private by default? for the user-facing equivalent.

Locking a setting

Each of the four "Record …" toggles has a Disable edits / Allow edits button next to it.

• Allow edits (default) — the toggle is editable in each user's Personal → Calendar integration settings.
• Disable edits — the value is enforced across all users. They'll see the toggle but won't be able to change it, with a notice that says it has been configured at the organization level.

Click the lock icon to toggle. When locking, you'll be asked to confirm because the change applies to every user immediately. Unlocking is one click — no confirmation required.

Note: A user can still manually override a recording decision for a single meeting from the Schedule page, even when a setting is locked. Locking only governs the default behavior.

Recommended setups

Two common patterns:

• External-only by default — Record external meetings on and locked, Record internal off and locked. Reps can never accidentally record an internal call. Good for security-conscious orgs.
• Open with sensible defaults — Record external on and unlocked, Record internal off and unlocked. Lets reps opt into recording internal coaching or sync calls.

Permissions

Only admins can change recording preferences and locks.

FAQ

What happens to existing users when I change a default?

Changing a default doesn't retroactively flip existing users' personal toggles. Existing users keep their current setting unless you lock the field, in which case they'll see the locked value.

What happens to existing users when I lock a setting?

The locked value is enforced for everyone immediately. Their personal toggle in Settings → Personal reflects the locked value and is read-only until you unlock it.

Why can't users change a setting that says it's locked?

It's been disabled at the organization level. Only an admin can re-enable edits.

Will the bot announce itself even if announcements are off?

The Copilot will not produce verbal or chat announcements when those toggles are off. Some call platforms (e.g. Google Meet) may still display their own visual indicator that a bot is in the call — see Google Meet "Potential Risk" FAQ.

If you have questions about recording defaults, reach out to support@glyphic.ai.