Overview

Coach Pilot's recording capabilities are central to its AI coaching experience, powering real-time coaching, post-call analysis, and automatic CRM updates. The Recording & Compliance settings give Company Admins granular control over how, when, and what gets recorded — ensuring your organisation meets its compliance and privacy obligations.

Meeting Type Controls

Company Admins can enable or disable recording based on meeting types to match your organisation's policies:

• All Calls — Record every meeting regardless of whether participants are internal or external.

• External Only — Record only meetings that include participants from outside your organisation. Internal team calls are excluded.

• Internal Only — Record only internal meetings. External-facing calls are excluded.

This flexibility allows you to focus recording on the interactions that matter most for coaching while respecting privacy boundaries for other meeting types.

Domain Exclusions

Beyond the broad meeting type controls, you can exclude specific email domains from recording. This is useful for:

• Excluding meetings with legal counsel or sensitive partners

• Preventing recording of calls with specific client organisations that have requested it

• Complying with regional regulations that restrict recording for certain entities

When a meeting includes participants from an excluded domain, Coach Pilot will not record that call.

Data Retention

Set your organisation's data retention period to control how long recorded call data, transcripts, and associated coaching content are stored. After the retention period expires, data is automatically purged in accordance with your policy.

Setting an appropriate retention period helps balance the value of historical coaching data with your organisation's data minimisation and compliance requirements.

Bot Presence Settings

Coach Pilot offers two modes for how the recording agent appears during calls:

• Silent Mode — Recording is completely invisible to other participants. No bot joins the call, and there is no visible indicator to external attendees that the meeting is being recorded. This is the default setting.

• Visible Mode — A bot joins the call with a custom name that you define. This makes it clear to all participants that the meeting is being recorded, which may be required by certain regulations or company policies.

Per-User and Per-Team Controls

In addition to organisation-wide settings, Company Admins can enable or disable recording access for individual users or specific teams. This provides fine-grained control for scenarios such as:

• Enabling recording only for customer-facing sales teams

• Disabling recording for specific individuals during a transition period

• Gradually rolling out recording capabilities across the organisation

Compliance Best Practices

When configuring recording settings, consider your regional legal requirements around call recording consent. Some jurisdictions require all-party consent, while others require only one-party consent. Work with your legal team to determine the appropriate bot presence mode and ensure your recording policies are communicated clearly to your team.