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Collect Recording Consent

Record explicit consent from meeting invitees before joining

Updated this week

Overview

To comply with GDPR and build trust with meeting participants, Modjo now offers a Consent Page that appears before a video meeting starts, forcing participants to explicitly opt in or out of being recorded.

This guide will help you understand:

  • How to activate the feature

  • What the attendee experience looks like

  • How consent is managed and logged

  • Important limitations and FAQs


Currently supported technologies

Meeting providers

  • Google Meet

  • Teams

ℹ️ The feature can only be applied to one meeting provider (Google Meet or Teams)

Calendars

Coming soon !

Meeting Schedulers

  • All (as long as provider enables custom meeting room links): Calendly, Chili Piper, Hubspot Sales, etc...


Setup Guides

Admin Setup Guide

Step 1: Activate the feature in Modjo

Only available for tenants with Google Meet or Teams integration activated

  1. Ask your Account Manager to enable the Consent Collection feature.

  2. Go to Settings > Security in the Modjo webapp.

  3. Enable the “Consent Collection” feature.

  4. (Optional) Customize your data privacy link that will be shown to attendees on the consent page.

ℹ️ The feature only applies to new meetings created after activation.

Step 2: Activate feature in Calendars

Coming soon !


User Setup Guide

Step 1: Give calendar rights to Modjo

This feature requires additional calendar rights in order to create unique meeting rooms for each event.

Step 2: Access Your Unique Static Consent Link

  1. Go to Settings > Profile in Modjo.

  2. View your unique static meeting link

This link will redirect attendees to a consent form before they join the meeting.

Even though, you have a unique meeting link, you will have multiple meeting rooms with no risk of overlapping. See Joining a Meeting section for more details.

(Optional) Step 3: Setup Your Meeting Scheduler

Paste your unique static meeting link as Custom Location:

Calendly

To edit existing booking link:

  1. For each meeting, click on settings icon, and then Edit

  2. Deleting location and select All options

3. Select Custom

4. Paste your unique static link

Hubspot Sales

  1. Go to your meeting setting page

  2. Under Overview, select Add videoconference link as Location

  3. Paste your unique static meeting link


Scheduling a Meeting with Consent

ℹ️ For all of your meetings, the same link will appear in location. Rest assured, when using the link, you and your invitees will be redirected to unique meeting per event. See Joining a Meeting section for more details.

From your agenda

Coming soon!

Using your meeting scheduler

Once you have setup your meeting scheduler (see Setup Section), simply share your meeting scheduling link as per usual.


Joining a Meeting

As the Meeting Organizer

If you are logged into Modjo

When you click your meeting link:

  1. You will be directed to your Modjo calendar page, where you can select the meeting you want to join

  2. After selection, you will be directed straight to your meeting

If you are not logged into Modjo

You will go through the joining process like an Attendee.

As a Meeting Attendee

When an attendee clicks the meeting link:

Step 1: Personal Information Input

Invitees are asked to input their personal information (name and email)

Step 2: Meeting selection

Invitees need to select meeting to join.

ℹ️ Only meetings where user is an invitee (with email they have provided in step 1) and within a 2 hour period will be displayed.

If a user in not in an invitation, they will not be able to join the meeting.
This insures that invitees from different events will be in the same meeting room

Step 3: Consent

Invitees are directed to a Consent Page with:

  • Option to consent or decline

  • Link to your data policy (if you have configured it)

If they accept, they are redirected to the meeting.

If they decline:

  • Recording is stopped (automatically)

  • The meeting host is notified via chat


Consent Logs & Compliance

What is Logged

For each participant, Modjo securely stores:

  • Name and email (provided by user)

  • Meeting name

  • Consent decision (Yes/No)

  • Date and time of consent

Admins can request a CSV export via support or via their dedicated Account Managers.


Limitations & Notes

  • Only supported for Google Meet and Microsoft Teams (not Zoom).

  • The host must be a Modjo user with a valid license.

  • Meetings must be planned with all attendees in the invitation to redirect users to the right meeting.


FAQs

Q: What happens if someone joins late and refuses consent?

A: Recording is stopped upon their entry. The portion before is retained.

Q: Can users from different events end up in the same meeting room?

A: No, users can only join meetings where they are invited.

Q: Can we customize the consent message?

A: Only privacy link can be customized.

Q: Is consent traceable for audits?

A: Yes. Logs include all required identifiers and proof of consent.

Q: What if the invite was sent from the client side?

A: Consent cannot be collected unless the Modjo user is the host and meeting is created using their unique static link.

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