Enforce pre-meeting recording notifications

Notifying all invited meeting attendees is a great way to ensure everyone is aware they are being recorded. We always recommend getting consent from users before recording and ensuring local laws pertaining to recordings are met.

Overview

Turning on this feature will apply to all users in your Workspace, and will send out an email to all invited attendees on the meeting list, notifying them that OtterPilot will be recording. Please note the following: 

• If this feature is turned on for the entire Workspace, it will override any individual settings the user has set in their own Account Settings > Meetings.
• Everyone on the meeting invite will receive an email.
• Email does not duplicate with auto share - there is only one pre-meeting email.
• Email is received 5-10 minutes before the meeting starts.
• Guests can access the pre-meeting page, including the live transcription notes.
• Signed-in Otter users can access the pre-meeting page.

Enable pre-recording emails for Workspace

To turn this feature on, navigate to Workspace > Manage Workspace > Settings. Next to Send pre-recording emails, toggle the setting on.

Email

Calendar event guests will receive the pre-recording email and recording disclaimer before the meeting. 

Sender details

From name: “Firstname Lastname via Otter.ai” (of the meeting recorder)

From email: no-reply@otter.ai

Note: The notification comes from a generic Otter address, not the recorder's personal email. Use the reply-to email to contact the Otter owner.

Below is a preview of the email an attendee will receive:

FAQs

Can I customize the recording disclaimer?