Recording the meeting: how to turn it on, where to watch it and what happens with the quota

The desktop app can record the call on video, with sound (the meeting's and your microphone's). The recording only happens when you turn the option on for that call, or when your manager makes it required for you. It stays on your computer or, if you (or your manager) choose, uploads to Hades, where you watch it on the meeting page, with Hades's cards marked at the points in the video. Uploading to Hades depends on the plan: Oracle or higher.

Turning recording on

1. Open the desktop app and, on the screen before you start the call, look for the Record the call field. It only shows up after you sign in, and not in the demo.
2. Choose what to record: Meeting window only (records just the window you pick, such as the Meet, Zoom or Teams one, and the rest of your screen stays out) or Entire screen. No comes selected: if you don't touch it, nothing is recorded.
3. Pick the window or the screen from the list that appears next to it. If you chose Meeting window only and the meeting isn't open yet, the list shows Pick the meeting window. Without a choice, the call starts but with no recording, and the field warns you: "Pick what to record, or the call starts without recording".
4. If your plan stores recordings in Hades, check Upload to Hades so the video uploads after the call. If you don't, it stays only in the Videos/Hades Copilot folder on your computer. If the plan doesn't store them, the box doesn't even show.
5. Let the client know (see the notice above) and start the call as usual. During the call, the ● Recording badge stays in the corner of the Hades window.
6. When you end the call, the app shows the result on one line. If it worked: Recording saved on your computer., with the Open folder button.

When the manager makes recording required

The owner or a manager can require recording from each rep: under Team, on the rep's row, check Recording required. It only works if the plan stores recordings (if it doesn't, the screen refuses with "The account's plan doesn't store recordings in Hades"). Turning it off is always possible.

• In the rep's app, the No option is locked under Record the call, Upload to Hades comes checked and locked, and the field says: "Your manager requires recording this call. It uploads to Hades afterwards."
• If the call happens with no recording (the rep didn't pick the window, the computer was out of space, the client refused), the manager sees the reason on the meeting's Recording tab: "The recording didn't start" or "The prospect didn't agree to the recording".
• You can only require recording for reps, not for managers.

English calls: it only records after the client's OK

When any signal points to English (the app's language, the call's flag or the account's language), recording doesn't start on its own. The badge shows Awaiting OK and an Ask before recording box shows the sentence you should say: "Quick heads-up: I'd like to record this call and have an assistant transcribe it, so I don't miss anything. Is that okay with you?"

• Hades reads the transcribed conversation. If the client says yes (or something clearly equivalent), recording starts at that moment, and the request sentence and the answer are noted next to the file, on your computer, as a record.
• If the client says no, nothing is recorded: the badge becomes Not recording and the call goes on as usual, just without video.
• If the answer isn't clear, or the client doesn't answer by the end, it also doesn't record: the result is "Not recorded: the client didn't give the OK during the call". The detector is conservative on purpose: when in doubt, it doesn't record. Ask directly and wait for a clear yes or no.
• If the call is in Portuguese but the app screen is in English, Hades also waits for the OK, and since it only understands a yes in English, the recording doesn't start. Change the app's language, or leave recording off.

Where to watch it

1. On the dashboard, click Calls and the Meetings tab, and open the meeting. Who can see it: the rep themselves, the owner and the managers. A rep doesn't see a colleague's recording.
2. Click the Recording tab. It only exists on meetings that had a recording (or a recording request).
3. Press play. On the right is the list of the meeting's moments (objections, buying signals, risks) with the minute of each one in the video. Click a moment and the video jumps straight to it.
4. To keep a copy, click Download the video, at the top of the panel.

If a moment happened before the video started or after it ended, the screen tells you: "1 moment happened outside the video and is only in the Moments tab".

The hours quota and what happens when it's exceeded

Each plan stores a number of video hours in Hades, adding up all of the company's videos:

• Initiate: doesn't store in Hades (the recording stays only on your computer).
• Oracle: 20 hours.
• Demigod and Titan: 100 hours.

Under Plans, in your account menu, the Recordings stored: X of Y line shows how much you've used. When you go over the quota, Hades doesn't refuse new recordings, but the oldest ones go first, 7 days after the quota was exceeded. During those 7 days:

• Under Plans you see "Over the quota: the oldest recordings are deleted 7 days after it was exceeded".
• On the Recording tab of the videos that are going away, the exact day shows ("This video will be deleted on ...") and the Download the video link is still there.
• The owner gets a notice in the bell: "Recordings will be removed by the quota".

After the deadline, the video is deleted and the tab says The video was deleted because of the plan's quota. The transcript and the analysis stay in the other tabs. To avoid losing them, download the videos that matter before that day or move up a plan.

What each message means

• Recording saved on your computer. — the video is whole in the Videos/Hades Copilot folder. If you checked upload, it uploads right after.
• The recording is incomplete: ... — there's video, but only up to a point, and the reason comes in the sentence (for example "the recorded window closed midway, so the rest is audio only" or "the recorder stopped in the middle of the call"). What was recorded plays normally. The call badge shows Partial recording.
• Recording failed: ... or Recording failed — there's no video. The reason is in the sentence, for example "the call audio didn't open, so the recording didn't start" or "the recording file didn't open".
• Not recorded: less than 1 GB free on disk. — free up space on the computer and record the next one.
• The disk filled up: the recording goes as far as it fit. — the video goes up to the point where the disk ran out.
• Not recorded: the client didn't agree to recording. or Not recorded: the client didn't give the OK during the call. — only on English calls, see the section above.
• On the Recording tab: The video is uploading (wait), Checking the video (the upload finished, the app checks again on its own), The video didn't arrive (the file is still on the rep's computer and the app tries to send it again), The recording didn't start, The prospect didn't agree to the recording and The video was deleted because of the plan's quota.

If it didn't work

• I don't see the Record the call field — sign in to the app, and check it isn't a demo (the demo never records). If it still doesn't show up, update the app: recording exists from version 1.0.13.
• The call started and nothing was recorded — the most common cause is not having picked the window or the screen. The field warns you before you start: "Pick what to record, or the call starts without recording".
• I don't see the Recording tab on the meeting — it only exists when the meeting had a recording (or a recording request) registered in Hades. If you recorded but didn't check Upload to Hades, the video is only on your computer, in Videos/Hades Copilot.
• The tab says "The video didn't arrive" — the video is still on the rep's computer. Open the app (it tries to send again when it opens and when a call ends). If the internet is poor, wait for it to improve.
• The tab says "Couldn't read the recording right now" — reload the page in a moment.
• I checked Recording required and the rep didn't record — see the reason on the meeting's Recording tab, and check the rep's app is up to date.

What recording doesn't do

• It doesn't record on its own. Only when you turn it on for the call (or the manager requires it) and, on English calls, only after the client's OK.
• It doesn't replace your notice to the client. The responsibility to tell them and to have the consent the law where you are requires belongs to whoever runs the meeting.
• It doesn't keep things forever. What goes over the plan's quota is deleted, with 7 days' notice.
• It doesn't change the live transcription. The audio that becomes text during the call is still discarded afterwards; what's kept is the text and the analysis, and the video only if recording was turned on.