Managing Gong Users in VanillaSoft

The integration between VanillaSoft and Gong provides powerful insights into your call recordings. Understanding the "Gong Recording Owner" column in VanillaSoft is crucial for managing how and where your call recordings are stored in Gong.

Gong Recording Owner Column

The "Gong Recording Owner" column indicates whether a user's recordings are saved under their own account or the Technical Administrator's account in Gong. Here's what each status means:

  • User: This status indicates that the user's recordings are saved under their own Gong account. This happens when:

    • The VanillaSoft user has a corresponding Gong user account (matching by email address) under the connected Technical Administrator account.
    • The Gong user account has "Import Calls" enabled in Gong.

  • Technical Administrator: This status means that the user's recordings are saved under the Technical Administrator's Gong account. This occurs in one of the following situations:

    • The VanillaSoft user does not have a matching Gong user account under the connected Technical Administrator account.
    • The VanillaSoft user has a matching Gong user account but does not have "Import Calls" turned on in Gong.
      • In this case, an exclamation mark will appear with a hover-over tooltip message explaining the issue.
    • The VanillaSoft user has a matching Gong user account but is no longer active in Gong.

  • Blank: When "Send Recording to Gong" is unchecked for a user, the "Gong Recording Owner" column remains blank, indicating that no recordings are sent to Gong.

Steps to Manage Gong Users

  1. Log in to VanillaSoft: From the Admin homepage, select the desired project.

  2. Open Integration Menu: Open the Integration menu, then select the Gong section.
    • Note: If the Gong section is missing for an Admin Combo, an Account Admin must grant permission by following the steps in the "Allow Admin Combo access to Gong integration" section.
  3. Manage Gong Users: In the "Manage Gong Users" section, review the "Gong Recording Owner" column for each user.
    • User: Indicates the user's recordings are saved under their own account.
    • Technical Administrator: Indicates the user's recordings are saved under the Technical Administrator's account due to one of the reasons mentioned above.
    • Blank: Indicates no recordings are sent to Gong for this user.

  4. Enable/Disable Sending Recordings: Check or uncheck the "Send Recording to Gong" checkbox next to the desired username to control whether their recordings are sent to Gong.

  5. Save Changes: When finished, click Save.

Managing Gong users in VanillaSoft ensures that your call recordings are stored and processed correctly in Gong. By understanding the "Gong Recording Owner" column and following these steps, you can effectively manage how recordings are handled for each user.

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