Guide to Configure Organization Settings
This article will cover will cover how to:
- Customize how Chorus looks when recording online meetings
- Manage recording rules
- Set up pre-meeting notifications
- Blocked or ignore certain email domains
- Managing recording ownership in Chorus.
Note: This usually takes 10-15 minutes to complete.
Customize How Chorus Appears in Online Meetings
Chorus’s standard way of recording video conference meetings is done by our calendar integration (Gmail or Office 365), which means Chorus scans your meetings looking for a screenshare link. Once the meeting occurs, Chorus will attempt to join in as a Chorus Notetaker bot.
Your Chorus admin can customize the name of that bot organization-wide. We recommend all of our customers to customize the name of the Chorus notetaker bot to: “(Your company name) Notetaker.” Note: This setting does not control how chorus appears when using our Zoom Native Integration.
To change the name of your Chorus Notetaker Bot, follow these steps below:
- Go to your initials at the lower left-hand corner, click settings, then click organizational settings.
- Go to the section where it says “Customer How Chorus Appears In Online Meetings”, then click the teal color edit button.
- Edit the name of your Chorus Notetaker bot to: “(Your Company name) Notetaker.”
Meeting Recording Rules
This is one of the most important settings because this is how you can control how Chorus behaves to determine which meetings to record which affects the entire organization.
Remember the basic rule for Chorus’s behavior to record is that it scans a recorder’s calendar and looks for two things:
- Is there a screenshare link (Zoom, WebX, UberConference, BlueJeans, GoToMeeting, etc)?
- Is there an external participant on the invite?
If both requirements are satisfied then Chorus records, but you control how restrictive you want for Chorus recording meetings. We can record all meetings, only record meetings that are organized by someone at your company, or only record meetings that a Chorus recorder organizes themselves.
To change these settings you need to:
- Go back to your organization settings and go to the Meeting Recording Rules section of the page.
You have 3 options from top to bottom:
- Option 1: This is the least restrictive. Any meeting on your calendar, whether it's organized by you if it's organized by an outside party, as long as there's an external domain on the calendar event, Chorus will record the call or meeting.
- Option 2: Which is a default setting. Chorus will only record conversations or meetings that are organized either by a Chorus Recorder from your company or as a participant but the meeting is still organized by someone in your company.
Note: Chorus will not join meetings that are organized by your prospects/customers.
- Option 3: This is the most restrictive. Chorus will only record meetings that were organized by someone who has a Chorus Recorder license in your company. This means you have to be both the event organizer and a chorus recorder.
Note: The downside here is that a lot of businesses have BDR/SDR/ADR’s that book meetings for AE’s. If the BDR/SDR/ADR rep is the organizer of that meeting but does not have a Chorus recorder license, Chorus will not record.
Typically, we recommend option 2. If you are unsure, please contact us at firstname.lastname@example.org or reach out to your CSM.
Chorus can send pre-meeting email notifications to your prospects/customers 10 mins before the meeting starts.
To turn this on organization-wide, follow these steps:
- Go to your organization settings and check the box under the “Pre-meeting notification” section. Note: If you need to turn off this feature, just go back and uncheck the box.
Ignored and Blocked Domains
Now that you’ve selected how Chorus should behave and determined which meetings to record, you can take it a step further and block or ignore certain external participant email domains.
Please note that the updates for blocked or ignored domains will take 8 hours to go into effect for meetings once saved.
Example: if one of your recorders is in a meeting that should not be recorded, like an investor or board meeting, you can add your investor or board email domain to the block list. This setting affects organization-wide.
- Block means if Chorus ever sees an @investor.com (for example) email address on a calendar invite, no matter who else is on it, Chorus will not record.
- Ignored means if you only see an @yahoo.com email address on an invite Chorus won’t record it, BUT if there is even one other external business email domain on the invitation, Chorus will record the meeting.
We also recommend adding all your previous company email domains to Ignore, and all investor email domains to Block.
To change this setting, go to:
- Your organization settings and scroll down to the Ignored & Blocked Domains section.
- To remove a domain: Hover your mouse over the domain in the list and a red delete box will appear at the right side of that domain. Click delete to remove.
- To add a domain: Hover your mouse to the text box next to “Add New Domain” and enter the email domain after the @ sign. Example: gmail.com not @gmail.com
After you have toggled which domains to be Ignored or blocked, you’re all set!
Default Meeting Owner in Chorus
Once a meeting is completed, Chorus assigns who is the recording owner in Chorus based upon this setting. This setting affects organization-wide. So there are two ways Chorus assigns ownership to a user:
- Calendar: Meeting Organizer
- CRM: Record Owner
Since Chorus is integrated into your CRM, we recommend choosing “CRM: Record Owner” for all 3 different objects (Leads, Opportunities, Accounts). Why? When a BDR books a meeting for an AE, the call is then owned by the AE since they are the Salesforce record owner, rather than the call being attributed to the BDR, who sent out the calendar invitation. This setting assigns recordings to the correct user who has ownership of that lead, opportunity, or account in your CRM.
Note: Most CRM/Sales Processes have BDR/SDR/ADR’s maintain ownership of Lead records, AEs have ownership of Opportunities, and AEs/CSMs/AMs blend ownership off Accounts depending on the customer and CRM sales process.
To change to this setting, go to:
- Your organization settings and scroll down to the Default Meeting Owner in Chorus section.
- Click on each object type (Leads, Opportunities, Accounts) and adjust how Chorus assigns the ownership.
Congratulations on completing your organization settings in Chorus!
Once you’re done configuring Organization Settings, proceed to the next steps for setting up Chorus: