Google Meet can show your recording policy before calls

Google Workspace admins can now show a short company message on the Google Meet screen people see just before they join a call. It can link to a page with your full policy, and you can show it on every call or only when the call is being recorded, transcribed, or noted by Gemini. The setting is off by default, so an admin has to switch it on.

What is new in Google Meet?

Google calls the pre-join screen the "Green Room". According to the Google Workspace Updates blog, admins can now add custom policy text there from the Admin console. The aim is to remind staff and guests how your company handles meeting recordings, transcripts and notes taken by Gemini.

Rollout began on 2 November 2026 and may take more than 15 days to reach every account. It is available on Business Standard and Business Plus, Enterprise Standard and Enterprise Plus, Frontline Plus, and several Education editions. Business Starter is not on Google's list.

Why would a Malaysian business use it?

Many companies now let Gemini take meeting notes or record calls for staff who could not attend. Clients and job candidates on those calls may not expect it. A short notice before they join tells them what is recorded and where to read more, such as a link to your privacy notice.

If your company has a personal data policy under the PDPA, this is an easy place to point people to it. Whether a notice like this is enough for your own obligations is a legal question; check with a lawyer.

What to do

1. Sign in to the Google Admin console as an administrator.
2. Go to the Meet settings and open Meet Safety Settings. Pick the organisational unit to apply it to.
3. Turn on the policy notice and write one or two plain sentences, for example: "This call may be recorded or transcribed. Read how we handle recordings:" followed by your policy link.
4. Choose whether to show it on every call or only when recording, transcription or Gemini notes are on.
5. Join a test call with a staff account to see how it looks.
6. Tell staff that the notice exists, so they know what clients see.

How SyncTech can help

If your company email is moving to Google Workspace, our email migration service copies old mailboxes across so staff keep their history. For other Workspace questions, start at our help centre.

Source and credit

We are sharing this news from Google. This summary is written by Synctech in our own words.

• Display Custom Policy in the Green Room before Google Meet Calls, Google Workspace Updates blog, Google, 3 November 2026: http://workspaceupdates.googleblog.com/2026/10/display-custom-policy-in-green-room-before-Google-Meet-Calls.html Retrieved 4 November 2026. Google, Google Workspace, Google Meet and Gemini are trademarks of Google. Synctech is not connected with them. This is general information, not legal, tax or financial advice. If anything here is wrong, email support@synctech.com.my and we will correct it.