Scheduled Meetings with Jiminny Notetaker
Compliance options are available to Admins in the Jiminny Platform under Settings > Organization > Recording > Recording Consent.
You have two options to request consent by a pre-meeting email. The email is only sent under the following conditions:
The meeting is external
The Jiminny user is the host of the meeting
The guest is not a Jiminny user
The meeting is scheduled e.g. not instant invite
Consent is toggled in the settings below
You can also customize the email notification:
Logo: we'll use the logo uploaded to your General Organization settings.
Privacy Policy Link: if you wish to use your own Policy, the consent notification will link to it.
Compliance Message: included in the notification. Note that Commonmark formatting is supported.
Option 1: Opt-out
When you enable "Email Recording Consent Option", an email will be sent to guests 10 minutes before the meeting is scheduled to start to select their recording preference.
Compliance will be tested around 60 seconds before the meeting is scheduled to start. If any guest has denied consent, the Jiminny Notetaker will not join.
Option 2: Opt-in (Explicit Consent)
When you enable the "Explicit Consent" mode, an email will be sent 24 hours before the meeting is scheduled to start, or 10 minutes before if the meeting is scheduled the same day. The guest can then select their preference:
Compliance will be tested around 60 seconds before the meeting is scheduled to start. If any guest has not provided consent (either by declining or not giving a preference), the Jiminny Notetaker will not join.
If consent is not obtained prior to the meeting, the host will get an email notification (and visual notification in Sidekick, if installed) letting them know that the meeting will not be recorded by Jiminny.
If your Organizational Policy allows, you may still be able to request consent verbally at the beginning of meeting and manually invite the Notetaker.
Audio Notification
If you want to provide an audio notification to guests, you can configure this in the Jiminny Platform under Settings > Organization > Recording > Audio Compliance Notification. You can configure the notification to play:
Each time a participant joins (up to 1 minute after the meeting starts)
After a specified time of the meeting starting (1 minute increments up to 10 minutes)
The notification is in English: "Please note, the call is being recorded for training purposes". The notification only plays for external meetings.
If your meeting tool has built in audio notifications enabled for the same purpose, do not use this setting.
Zoom
Zoom offers a customizable visual notification that a meeting is being recorded, as well as an audible announcement when a new participant joins. For full compliance, your team may set a default to always notify attendees when a call is being recorded, ensuring transparency from the start.