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Recording Consent Email: Activation and Management
Recording Consent Email: Activation and Management

This article describes the use and management of the consent email

Fabian Riedlsperger avatar
Written by Fabian Riedlsperger
Updated this week

The automated consent email feature in Kickscale ensures compliance when a bot is scheduled to attend a meeting. This email gathers recording consent from external participants at least 24 hours before the meeting takes place.

What Is the Automated Consent Email?

When a meeting is scheduled with external participants and the Kickscale notetaker bot is set to attend, an automated consent email will:

  • Request participants’ consent to have the meeting recorded.

  • Notify you if a participant declines or accepts.

Important: If a participant declines, the notetaker bot should not join the meeting.

Steps to Activate or Deactivate the Email

  1. Go to your Workspace Settings in the Kickscale platform.

  2. Locate the Meeting Recording Consent Email section.

  3. Toggle the setting to either:

    • Activate to ensure emails are sent out.

    • Deactivate if you no longer wish to use this feature.

  4. Save your changes.

Screenshot of the consent setting

How the Email Works

  1. Once activated, the automated email will:

    • Be sent to all external participants at least 24 hours before the meeting.

    • Includes the option to accept or decline the consent request.

  2. You will receive a notification in your email regarding their response:

    • Accepted: The bot is cleared to join the meeting.

    • Declined: You must ensure the bot does not join the meeting.

Tips and Best Practices

  • Check Notifications: Always review participant responses before the meeting starts.

  • Clear Communication: Inform external participants about the purpose of the bot and recording in advance to minimize declines.

  • Plan Ahead: Make sure meetings are scheduled well in advance to respect the 24-hour email window.

Troubleshooting

Why didn’t the automated consent email send?

  • Ensure the feature is activated in Admin Settings.

  • Check that the participant’s email address is valid and entered correctly.

What if a participant doesn’t respond?

  • Follow up manually to confirm their consent before the meeting.

Can I resend the consent email?

  • Currently, you cannot resend an email automatically. If needed, contact the participant directly to clarify their response.

Need More Help?

If you have questions or run into issues, feel free to reach out to our support team at support@kickscale.com.

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