How to record a virtual event

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Recording and managing virtual events with Circleback

Virtual event recording creates lasting value by making content accessible to those who couldn't attend live, building a knowledge repository, providing material for training or marketing, ensuring accountability, and documenting key decisions and action items. Circleback offers comprehensive tools to streamline this process from setup through post-event management.

Why recording virtual events matters

Recording virtual events serves several crucial purposes:

• Allows participants who couldn't attend live to access the content

• Creates a valuable knowledge repository for future reference

• Provides material that can be repurposed for training or marketing

• Ensures accountability and accurate documentation of discussions

• Captures action items and key decisions

Setting up for success

Before the event

1. Choose the Right Recording Solution

   Circleback.ai includes features for virtual event recording with automatic participant voice identification, making it easy to distinguish between speakers without manual intervention.

2. Configure Your Recording Settings

   Access Settings → Calendar on Circleback to configure automatic recording options. You can set recordings to start and end based on calendar events, removing the need to manually manage recording during your event.

3. Test Your Setup

   Before a major virtual event, conduct a test recording to check audio quality, proper integration with your calendar, and familiarity with the recording interface.

4. Notify Participants

   Let attendees know the event will be recorded. Circleback lets you choose whether to include recording and transcript access in invitee emails through Settings → Emails.

Recording options

Circleback.ai provides multiple ways to record virtual events:

1. Desktop Application

   The Circleback desktop app features a floating record panel that stays visible on your screen for easy access. You can quickly configure recording options and start capturing your event with minimal disruption.

2. Mobile Application

   For on-the-go recording, Circleback's mobile apps for iOS and Android offer the ability to record in-person meetings with automatic participant voice identification. The mobile apps also support offline recording, with automatic upload when you reconnect to the internet.

3. Calendar Integration

   One of Circleback's most convenient features is automatic recording based on your calendar events. When enabled, recordings start and end based on your scheduled events, with a 30-second countdown before each action.

4. Link Integration

   For platforms that support meeting links, Circleback can be added via a link. These meetings can be associated with calendar events to add details like event names and invitee information automatically.

During the recording

Managing the recording process

Circleback starts recording immediately after pressing the record button, eliminating delays that might cause you to miss the beginning of important discussions.

For iOS users, the Circleback mobile app displays a Live Activity on the Lock Screen, Dynamic Island (on supported devices), and paired Apple Watch while recording, providing clear visual confirmation that your event is being captured.

Enhancing recording quality

To ensure high-quality recordings of virtual events:

1. Ensure all participants have stable internet connections

2. Use quality microphones when possible

3. Request that participants mute when not speaking to reduce background noise

4. Consider recording in a quiet environment with minimal echo

After the recording

Once your virtual event recording is complete, Circleback offers numerous features to help you maximize its value:

Accessing and organizing recordings

Recordings are automatically organized in your Circleback dashboard. The platform's improved meetings page displays profile pictures of invitees alongside each meeting and color-coded tags to differentiate meeting types.

You can:

• Tag recordings for easy categorization and retrieval

• Create new tags directly from the meeting context menu

• Open associated calendar events with a right-click or by selecting the options menu

Searching through recordings

Circleback's search functionality allows you to:

• Search across meeting names and invitees

• Find specific moments or mentions of phrases within meetings

• Filter results by meetings or specific moments

• Search by invitee emails or domains

For example, if you hosted multiple events with a particular client (e.g., Acme Corporation), you could search for "acme.com" to find all meetings with attendees from that domain.

Creating and sharing clips

As of May 2025, Circleback introduced meeting clips, allowing you to:

• Highlight portions of meeting transcripts to create shareable clips

• Share specific sections rather than entire recordings

• Distribute important moments via shareable links

This feature is particularly valuable for extracting key insights or decisions from lengthy virtual events without requiring viewers to watch the entire recording.

Using meeting assistant

The meeting assistant feature provides:

• Real-time responses to questions about meeting content

• Source references showing which parts of the meeting informed the answer

• Saved chat history, allowing you to return to previous assistant interactions

For example, if you need to recall a specific decision made during a virtual conference, you can ask the meeting assistant and receive an immediate answer with references to the exact moments in the recording where the topic was discussed.

Automating post-recording workflows

Circleback's automation capabilities streamline what happens after recording a virtual event:

Setting up automations

Automations can be triggered based on specific conditions like:

• Tags associated with the recording

• Participants in the meeting

• Meeting name criteria

• Invitee email domains

For example, you could create an automation that triggers whenever a meeting has a "Webinar" tag or when the meeting name contains "Quarterly Review."

Integration options

Circleback integrates with numerous external platforms:

1. Project Management Tools

   • Create tasks in HubSpot, Linear, or monday.com from action items captured in recordings

   • Choose which action items get created as tasks based on assignee status

2. CRM Integration

   • Salesforce integration creates events for matching contacts and opportunities

   • HubSpot integration logs meetings for contacts and deals

3. Document Management

   • Improved Notion database integration for organizing meeting content

   • Ability to include action items or insights in exported Notion pages

4. Custom Integrations

   • Webhook integration allows sending meeting data to custom endpoints

   • Zapier integration connects Circleback with thousands of other applications

For instance, a marketing team running a virtual product demo could set up an automation that automatically logs the event in their CRM, creates follow-up tasks for sales representatives, and sends the recording link to all attendees.

Best practices for virtual event recording

Planning for recording

1. Structure your virtual event with recording in mind

   • Include clear introductions of all speakers

   • Incorporate deliberate transitions between segments

   • Build in Q&A sections to capture audience engagement

2. Brief speakers about the recording

   • Remind presenters they're being recorded

   • Request that speakers repeat audience questions before answering

3. Create a backup recording plan

   • Have a secondary recording method in case of technical issues

   • Assign someone to monitor the recording status throughout

Post-recording organization

1. Edit meeting names for clarity

   • Circleback allows editing meeting names on both desktop and mobile

   • Descriptive names make future searching more effective

2. Add relevant tags

   • Tag recordings by event type, topic, or team

   • Use tags in search to quickly filter relevant content

3. Extract action items

   • Review and assign action items from the recording

   • Mark completed items as done (Circleback allows marking all your action items complete at once)