Meeting Recording Tool User Guide

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• Overview
• Scheduling a Meeting Recording in Advance
  • Using the Meeting Recording Tool UI
  • Using the Calendar Tool
• Recording a Meeting Already In-Progress

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Overview

Meeting Recording Tool is the Company-approved solution for streaming and recording meetings. Use Meeting Recording Tool to stream Zoom or other VC meetings directly to a group. After your meeting or event, the recording will be available for viewing in that group.

Recorded meetings can be scheduled in advance using either the Meeting Recording Tool UI or the Calendar tool. Or you can use Meeting Recording Tool to stream and record a meeting already in-progress.

Meeting Recording Tool is for conferences, meetings, and trainings to be recorded and shared with other employees for later viewing. Please use good judgement when using Meeting Recording Tool and consult with legal in advance if you need to record sensitive materials or discussion topics.

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Scheduling a Meeting Recording in Advance

This section is for users who want to schedule a meeting or event to be recorded and streamed in advance. Events can be scheduled using the Meeting Recording Tool UI or directly from the calendar tool.

Using the Meeting Recording Tool UI

To schedule a recorded event using the Meeting Recording Tool UI:

1. Access the Meeting Recording Tool homepage.
2. Click the + icon in the upper left corner and select Schedule a live.
3. In the Details pane, enter a title for your event and select a time.
4. In the Event Type drop-down, select whether this event is a meeting or a training.
   • Recordings of meetings are retained for 60 days.
   • Recordings of trainings are retained for 180 days.
5. In the Presenters and Audience pane, your name will appear in the Organizers field. Enter the names of other people who will be presenting at this event in the Presenters field.
6. Toggle whether you would like to Send calendar invitations.
   • Invitations will be automatically sent to the Presenters and all eligible members of the Workplace group where your event will be streamed (you will select this group in step 9).
7. Toggle whether you would like viewers to be able to join the call.
   • If toggled off, viewers will be able to watch your event, but will not be able to join the call and participate in the event.
8. In the Share To field, enter the name of the group where your event will be streamed.
   • All members of the group you specify will be able to watch the livestream of your event and the recording afterwards.
9. In the Event Announcement pane, toggle whether you would like to make an announcement post to the group you specified above.
   • If toggled on, enter your post content in the Description field. You can also upload a photo or image for your announcement post by clicking Upload Event Photo below the Description field.
   • See a preview of your post in the Announcement Preview pane at the top of the page.
10. Click the blue Schedule Event button at the bottom of the page to schedule this event and post your announcement to the specified group.

Congrats, you’ve scheduled your event! You will be taken back to the Meeting Recording Tool homepage and your new event will appear in the left navigation under Upcoming. From this page you can:

• Edit your event details or delete your event: click the three dots menu (…) in the upper right corner and select Edit or Delete.
• Join your meeting
• Access the Live Control UI to start and stop your stream: click the Live Stream Settings button in the For Organizers panel.
• Copy Zoom or other VC links for your event
• Copy the event link where your livestream can be viewed

Using the Calendar Tool

You can enable streaming and recording of meetings and events directly from the Calendar tool.

When you create an event in the Calendar tool, check the box for Stream & Record. You will be prompted to enter the name of a group. Your stream (during the meeting/event) and recording (after the meeting/event) can be viewed in this group and all group members will have access.

15 minutes prior to the start of the event, the meeting creator will get a notification in Workchat with a link to the Live Control interface.

You can also access the Live Control interface directly from the Calendar entry for your event.

IMPORTANT: Even if you scheduled it in the Calendar tool, your stream will not start automatically. You will need to manually start and stop the stream from the Live Control interface due to Company policy requirements.

Recording a Meeting Already In-Progress

This section is for users who want to stream and record a meeting already in-progress.

1. Access the Meeting Recording Tool homepage.
2. Click the + icon in the upper left corner and select Go live now.
3. In the box that appears, enter a title for your event.
4. In the Event Type field, select whether this event is a meeting or a training.
5. In the Share To field, enter the name of the group where your event will be streamed.
6. Select whether you are using Zoom or another option for this event.
7. If your meeting is already in-progress, click the toggle for Use my own meeting link.
8. Enter the meeting URL in the Meeting URL field.
9. Click Next to be taken to the Live Control UI where you can start and stop your livestream.

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