Use the GTM Engine Call Recorder

The GTM Engine Call Recorder is a built-in meeting bot that joins your video calls, records them, and turns each call into a transcript GTM Engine can analyze. It is for teams that do not already use a third-party recorder (Gong, Fathom, Sybill, and others are also supported as integrations).

Once an admin enables it, the recorder can automatically join meetings on each member's calendar, capture the conversation, and feed the transcript into the rest of GTM Engine so AI agents can summarize calls, extract insights, and update CRM fields.

How It Works

1. An admin enables the recorder for the organization on the Integrations page.
2. Each member chooses which of their meetings to record from their Profile settings.
3. For every qualifying meeting on a member's connected calendar, GTM Engine schedules a recording bot that joins at a configurable time relative to the meeting start (exactly at the start by default).
4. The bot records the call and produces a transcript when the meeting ends.
5. The transcript becomes available in GTM Engine and can power call analysis, summaries, and AI field updates.

The recorder relies on your connected calendar to know which meetings exist and when they start. If a member has no connected calendar, or a meeting has no video link, no bot is scheduled. Only one bot joins each meeting, even when several attendees have recording enabled. If a meeting is rescheduled, GTM Engine updates the scheduled bot so it still joins at the right time.

Prerequisites

• An admin has enabled the recorder for the organization.
• The member has a connected calendar.
• The meeting has a supported video conferencing link.

Enabling the Recorder (Admins)

The recorder is off by default. An admin or super-admin turns it on once for the whole organization:

1. Go to Integrations.
2. Find GTM Engine Call Recorder at the top of the Call Recording list.
3. Toggle the switch to on.

When you enable it, members are prompted in-app to review their own recording preferences. When you disable it, GTM Engine cancels all scheduled future recordings for the organization so no further meetings are recorded.

Non-admins see the recorder's status (Enabled / Not enabled) but cannot change it.

This is separate from each user's transcript processing setting. New users start with transcript processing off unless an admin enables it while creating or editing the user. That setting controls AI processing for calls and transcripts, especially when an external recorder supplies them. It does not opt anyone into GTM Engine Call Recorder auto-recording.

Bot Name, Image, and Join Time (Admins)

Admins can customize how and when the bot joins a call. Click Configure on the recorder card to set:

• Bot Name — the display name shown for the recording bot in the meeting (for example, GTM Engine (Acme)). Defaults to your organization name.
• Bot Image — the image shown as the bot's camera tile. Use a 16:9 image, at least 1280×720px (JPEG, PNG, WebP, or GIF, up to 10MB). Bold text and solid colors read best at small sizes.
• When the bot joins — a slider that sets when the bot joins relative to the scheduled start, from 10 minutes before to 10 minutes after (0 by default, meaning it joins exactly at the start time). Slide left to join early, or right to join after the meeting has already begun.

Changes to the name or image are applied to meetings that are already scheduled, as well as future ones. A new join time applies to meetings scheduled from then on.

Configuring Your Recordings (Members)

After an admin enables the recorder, open Settings → Profile and find the GTM Engine Call Recorder section. These settings are per-user and control only your own meetings:

• Record my meetings — turn auto-recording on or off. When off, the bot never joins your meetings.
• Which meetings to record — choose which calls qualify:
  • External only — meetings that include at least one participant outside your organization. This is the default.
  • Internal only — meetings with only internal participants.
  • All meetings — every meeting, internal or external.
• Only record meetings I organize — when on, the bot joins only the meetings where you are the organizer. Useful if you attend many calls you don't host.

Changing these settings re-evaluates your upcoming meetings: newly qualifying meetings get a bot scheduled, and meetings that no longer qualify have their scheduled bot removed.

What Gets Recorded

• The recorder only joins meetings that match your filters above.
• Only one bot is scheduled per meeting instance, even if multiple attendees have recording turned on.
• The bot joins shortly before the start time, so it captures the call from the beginning.
• If a meeting moves, the scheduled bot is updated to the new time.
• After the meeting, the transcript is processed and made available in GTM Engine.

Recorded calls appear in Records → Call Library. Each call card shows whether the video and transcript are ready, whether transcription is still underway, or whether transcription is delayed so teammates are not left guessing why a call has no transcript yet. Past meetings on the Home calendar also show when video is ready, with quick playback and a link to the full activity page.

Turning It Off

• A member can stop recording their own meetings by turning off Record my meetings in Profile settings.
• An admin can disable the recorder for the entire organization from the Integrations card. This cancels all upcoming scheduled recordings org-wide.

Common Questions

• Why didn't a meeting get recorded? The most common reasons are: the recorder isn't enabled for your org, your auto-record setting is off, the meeting didn't match your filter (for example, an internal meeting while you're set to External only), you weren't the organizer while "Only record meetings I organize" is on, the meeting had no video link, or your calendar isn't connected.
• Can different people record different meetings? Yes. The org-level toggle just makes the recorder available; each member controls their own recording behavior.
• Does enabling it record everyone automatically? No. Enabling the recorder does not opt anyone in by itself — members still choose their own settings.

Next Steps

• Configure AI auto-fill and backfill CRM data — use call transcripts and other context to maintain CRM fields.
• Getting started — connect your calendar and the rest of GTM Engine.