# How do I record a video call?

> Who records a video call, how everyone consents, what is charged, where the file goes and how long it is kept.

Last updated: 2026-10-14

An **ErgoMeeting** video call can be recorded, so that a transcript and draft AI minutes come out of it. Recording is optional: it is switched on under **Settings → Features** by whoever changes the office's settings:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Change the office settings | ✓yes | ✓yes | —no | —no | —no | —no | —no |

### What does the office set?

On the same page, below the switches, the **Meeting recording** panel sets:

| Setting | What it does |
| --- | --- |
| Record by default | Audio only, or Video and audio — what the host finds ready in the call; at first, audio only |
| Keep the recording file | 30, 90 or 365 days, or until deleted — at first 90. It counts from the day the file reaches ErgoCloud; changing it later does not change what is already stored |
| The AI minutes are written automatically | As soon as the recording ends; otherwise you ask for them in the room. On at first |

### Who records?

In the call, **Record** shows only to the host — whoever made the room, or anyone in its office who opens and closes rooms — and only if they also have the recording permission:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Record ErgoMeeting calls | ✓yes | ✓yes | ✓yes | —no | —no | —no | —no |

A member of a partner office does not record, nor does a customer or a guest. One recording runs at a time. It is stopped by whoever started it, or by a host, with **Stop recording**; it also stops by itself when the call or the credits end, and the call then carries on.

### How does everyone consent?

Everyone in the call sees **● This call is being recorded**. Whoever joins — member, partner, customer or guest — first sees a card with the office that records, the purpose and how long the recording is kept, and chooses **Continue** or **Leave**. If the recording starts while you are in, your microphone and camera are turned off first; after Continue you turn them on yourself. Anyone who has not answered a minute after the start is removed from the call. Whoever starts the recording consents by doing so.

### What does it cost?

The recording has its own line in the credits, apart from the call's minutes, and the room's office pays for it: every ten minutes begun, at one rate for audio only and another for video and audio. It starts only if there are credits for at least 10 minutes, and it is charged once, when it stops.

### Where does the file go?

After the end, the file (.mp3 or .mp4) reaches ErgoCloud and counts towards the room's office's storage. You find it on the room's **Recordings** tab and under **Largest files**, with the source «Recordings / room». If it is not transferred, whoever started it and those who open and close rooms are told; the call provider keeps it for 7 days — tell support before they pass. Starting, stopping and deleting are written in the room's **History**.

### How long is it kept, and how is it deleted?

Every night the files past their keeping time are deleted for good. Before that, a file is deleted by whoever started the recording or whoever has the permission to delete rooms:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Delete ErgoMeeting rooms | ✓yes | ✓yes | —no | —no | —no | —no | —no |

Deleting is for good — the recording does not go to the trash; under Largest files its row sends you to the room to delete it. The transcript and the minutes stay, and with the file the names are cleared from its consents. The provider's copy is deleted automatically within 7 days.