✔️Call Recording

Learn how to record Zoom Phone calls for training, quality assurance, compliance, or documentation purposes—including starting/stopping recordings and accessing recorded files.

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⏱️ Estimated Time: 5 minutes

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👤 Who's This For

All Zoom Phone users whose admin has enabled call recording and who need to document calls for business purposes.

💼 Use Case

Essential for sales teams documenting customer conversations, support teams capturing issue details, compliance requirements, training and quality assurance, and any situation where you need an accurate record of phone discussions.

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✅ Prerequisites

• Active Zoom Phone license with recording enabled by admin

• Permission to record calls (ad hoc or automatic recording)

• Zoom desktop app, mobile app, or desk phone

• Understanding of legal requirements for call recording in your region

Important: Always comply with local laws regarding call recording consent. Many jurisdictions require two-party consent before recording.

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Understanding Call Recording Types

Ad Hoc Recording:

• You manually start/stop recording during a call

• Choose which calls to record

• Recording button appears in call controls

Automatic Recording:

• Calls record automatically based on admin settings

• May apply to all calls or specific scenarios (inbound, outbound, queue calls)

• You can stop/resume if admin grants permission

Recording notifications:

• Both parties hear an audio prompt when recording starts (if enabled by admin)

• Optional consent requirement: caller must press 1 to consent

• Periodic beep tone may play during recording (if enabled)

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Recording a Call (Ad Hoc)

Desktop App

1

During an Active Call

• Look for call controls at the bottom of the screen

• Recording button appears if you have permission

2

Start Recording

• Click the Record button (red circle icon)

• Audio prompt plays to both parties (if enabled)

• Recording indicator appears on screen

3

Stop Recording

• Click the Stop Recording button

• Recording saves automatically

• Both parties may hear a notification that recording stopped

Mobile App

1

While on a Call

• Tap More (three dots) to access additional controls

2

Tap Record

• Select Record from the menu

• Notification plays to both parties

• Recording icon displays

3

Stop Recording

• Tap More again

• Select Stop Recording

• File saves automatically

Using DTMF Codes

You can also start/stop recording using phone keypad codes:

• Press *1 during a call to start recording

• Press *1 again to stop recording

• Works on desk phones and mobile devices

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🎮 Arcade Demo - Self Guided Tour

▶️ Watch: See In-Call Controls

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Managing Automatic Recordings

If your admin enabled automatic recording, calls may record without you manually starting them.

Stopping Automatic Recording (If Permitted):

1

During Call

• Recording starts automatically when call connects

• Look for active recording indicator

2

Stop Recording

• Click/tap Stop Recording button

• Recording pauses but is not deleted

3

Resume Recording (Optional)

• Click/tap Record button again

• Recording continues in the same file

• Single recording file with timestamps for stop/resume

Note: Not all admins allow stopping automatic recordings. The button may not appear if this is disabled.

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Recording Consent and Legal Compliance

Audio Prompts

Your admin can configure a disclaimer prompt warning call participants that the call will be recorded .

Standard prompt:

• "This call may be recorded for quality and training purposes"

• Plays when recording starts

• Only plays to participants present at that moment

Explicit consent prompt: Admin can require callers to press 1 to explicitly provide consent to be recorded .

• Prompt plays twice requesting consent

• If no response, passive consent is assumed

• Call logs indicate whether consent was active or passive

Beep Tone Notifications

Admin can enable a periodic beep tone to notify users that their call may be recorded .

• Plays at regular intervals (5 seconds to 2 minutes)

• Can be heard by all participants or recording user only

• Volume is configurable by admin

• Different from the initial recording notification

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Accessing Your Recordings

Desktop App

1

Open History Tab

• Click Phone in left sidebar

• Click History tab

2

Find Recorded Calls

• Recorded calls show a recording icon

• Recordings appear after processing (usually within minutes)

3

Play Recording

• Click on the call entry

• Click the play button to listen

• View transcription if enabled

4

Download Recording

• Right-click the recording entry

• Select Download or Save

• File saves to your computer

Mobile App

1

Navigate to History

• Tap Phone tab

• Tap History

2

Select Recorded Call

• Look for recording icon on call entries

• Tap the call to expand

3

Play or Share

• Tap play button to listen

• Use share icon to send to others (if permitted)

Web Portal

1

Sign in to Portal

• Go to zoom.us

• Click Phone → History

2

View Recordings

• Filter by recorded calls

• See recording duration and date

• View transcription if available

3

Download or Share

• Click ellipsis (•••) next to recording

• Select download or share options

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Call Recording Transcription

Your admin can allow Zoom to transcribe the call recording, and you can view the transcription when playing back recordings .

Features:

• Automatic transcription after recording completes

• Text appears below recording in history

• Searchable transcription text

• Timestamped segments

• Speaker identification (when available)

Redacted transcriptions: Admin can automatically redact users' personal data from call recording transcripts—Zoom Phone analyzes recordings, identifies Personal Data Entities, and replaces them with generic placeholder text .

• Credit card numbers redacted

• Social security numbers redacted

• Other PII replaced with placeholders

• Cannot be viewed by anyone once redacted

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Recording Delegation and Shared Lines

Important notes about delegation:

• If a delegator records a call on a shared line, only the delegator can access the recording

• If a delegate records a call on a shared line, only the delegate can access the recording

• Both parties see the call history entry but not each other's recordings

• This protects privacy and ensures proper record ownership

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Recording Best Practices

Always announce you're recording: Even if automated prompts play, verbally mention recording at call start for courtesy and compliance.

Know your local laws: Research one-party vs. two-party consent laws in your region. Some states/countries require all parties to consent.

Don't record sensitive information unnecessarily: Avoid recording calls containing passwords, payment details, or highly confidential information unless required.

Review recordings promptly: Listen to recordings while the conversation is fresh to capture action items and key details.

Use transcriptions for quick review: Scan transcriptions to find specific topics without listening to entire recordings.

Store recordings securely: Downloaded recordings should be stored in secure locations with appropriate access controls.

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💡 Pro Tips

See Details

Pause recording during sensitive moments If permitted, stop recording when discussing confidential details, then resume afterward.

Use recordings for training Share excellent customer interactions with your team as training examples (with proper permissions).

Create a recording script Develop a standard opening: "For quality assurance, this call will be recorded. Do you consent?" Document responses.

Check recording before long calls Verify the recording indicator appears at call start. Don't discover recording failures after 45-minute conversations.

Leverage transcription search Use transcription text to quickly locate key information without listening to the entire call.

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⚠️ Common Issues

See Details

Record button doesn't appear? → Your admin hasn't enabled ad hoc recording for your account. Contact IT to request recording permissions.

Recording stopped automatically? → Check if automatic recording stop/resume is enabled. Your admin may have set time limits or storage restrictions.

Can't find my recording? → Recordings take a few minutes to process. Refresh your history after 5 minutes. Check that recording actually started during the call.

Recording has no audio? → Check your microphone settings during calls. If the recording is silent, your mic may not have been active.

Transcription not appearing? → Transcription is admin-enabled and may take longer to process than audio. Check back after 10-15 minutes.

Caller hung up when recording prompt played? → Some people don't consent to recording. Be prepared to continue without recording or call them back with prior notice.

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🎯 What's Next

✨ You're now equipped to record calls! You can:

• Start and stop call recordings manually

• Manage automatic recordings (if permitted)

• Access recordings from desktop, mobile, or web

• View and search transcriptions

• Download and share recordings

• Ensure legal compliance with recording notifications

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