Objective
The purpose of this article is to provide information to Outreach Admins for using the Kaia Meeting Recording consent page. The recording consent page is hosted by Outreach for your organization, and customizable for your specific privacy needs if you want attendees to consent to record before joining the meeting.
Applies To
- Outreach Admin
Before You Begin
- Requires Meet license or equivalent
- Meeting must be scheduled via Google Calendar with Outreach Everywhere or Outreach web calendar. This also includes public calendar links and insert availability functionality.
Overview
This is a web page hosted by Outreach that can be personalized to inform meeting attendees that Kaia is being used to record online meetings. If joining through the consent enabled link, users will only be able to join the meeting once they acknowledge that they are going to be recorded.
When scheduling through Google Calendar with the Outreach Everywhere extension enabled, you will receive a new option `Meet with Kaia` when adding a video conference.
When checked, this will replace the default meeting join link with a new one to a web page hosted by Outreach before attendees can join.
Procedure
- Go to Administration
- Click Tools --> Kaia
- Select the “Compliance” tab
Configuration options
- Admins can configure this to be enabled by provider. For instance, you may wish to have consent enabled for Teems but not for Zoom.
- Landing page customizations
- Admins can customize the text, include a link to their privacy policy, and upload their own logo
Additional Information
How To Assign Licenses in Outreach for Kaia
Frequently Asked Questions
Q: Will this require that every single person acknowledges consent, and can their acknowledgement be audited?
A: No. Users can get around it by copying meeting details while in an event and sending it to another user. Additionally, these events are not auditable
Q: What fields are supported for meeting details when using consent?
A: At this time, only video conferencing added via the add video conferencing field is supported. Users can manually enter video conferencing details without the consent link in the location or description fields.
Q: Why can't my users add Kaia to meetings manually?
A: When the consent landing page is on for at least 1 video conference provider, all options to manually add Kaia to meetings are removed. This is because users would be able to add Kaia to meetings bypassing the consent page.
Q: How does this impact meetings that were scheduled before the feature was enabled, but take place after enablement?
A: This feature only affects new meetings that are scheduled after the feature is enabled. For any existing meetings, including recurring ones, you may wish to reschedule so that the consent enabled link can be used.
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