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How do I manage my call recordings?
8x8 Support Knowledge Base

How do I manage my call recordings?

Overview

Virtual Office Pro users are able to record calls and maintain recording data up to 1 GB (per extension) for free. The storage fee is £2.99 per 1 GB (or portion thereof) in excess of the free limit. Please contact 8x8 Support for questions about storage fees.

Recordings can be managed in either Account Manager or Virtual Office Desktop/Online by:

  • Account administrators (for all extensions in the PBX)
  • Each individual extension user (for their own recordings)

Users who have call recording set to Always On should be especially wary of their recording storage to avoid fees. 8x8 Support is not able to delete recordings on behalf of customers/users. Please use the steps below to delete your recordings, and take care to monitor your storage.

View Current Media Usage

To view current usage as an Account Admin (Account Manager)

  1. Log in to Virtual Office Online or Desktop using primary admin login credentials.
  2. Select the Virtual Office Pro extension to view.
  3. Once logged in, access Settings.
  4. From the left hand column, click Media Usage. A visual breakdown of call recording, meeting recording and remaining free data displays.
  5. To view other extensions' media usage, log out and repeat from Step 1 for each extension.

To view current usage as an Extension User (Virtual Office Desktop/Online)

  1. Log in to Virtual Office Online or Desktop.
  2. Access Settings.
  3. From the left hand column, click Media Usage. A visual breakdown of call recording, meeting recording and remaining free data displays.

Download Call Recordings

To download recordings as an Account Admin (Account Manager)

See also Account Manager User Guide (pg. 29-30)

  1. Log in to Account Manager.
  2. From the top menu, click Phone System.
  3. Click View All Extensions.
  4. From the options above the extension table, click Download Call Recordings.
  5. Set search options.
    • Start Date
    • End Date
    • Time Zone
    • Extension(s) - At least 1 extension must be selected.
  6. Click Search.
  7. From the list of results, click the box to the left of the recording(s) you wish to download.
    Note: From here, you can also play and delete recordings.
  8. From the options above the table, click Download Recordings. Recordings will be downloaded as a single, compressed zip file.

To download recordings as an Account Admin (Virtual Office Desktop/Online)

  1. Log in to Virtual Office Online or Desktop using primary admin login credentials.
  2. Select the primary admin softphone extension (typically, the first extension in the list).
  3. Once logged in, access Settings.
  4. From the left hand column, click Media Usage.
  5. Above the visual breakdown of call recording, meeting recording and remaining free data for the primary extension user, click the button for Manage Call Recordings For All Extensions.
  6. From the resulting list, double-click on any user to view a list of their call recordings. (If the list is extensive, you can search within it for a particular recording.)
  7. Check the box next to the recording(s) you wish to download. (To download all recordings, check the box in the upper left corner.)
  8. From the top of the window, click Download. (The collected recordings will be downloaded as a single, compressed zip file.)
    Note: From this window, recordings can also be played and deleted, and the other calling party can be redialed.  
  9. To view and download other extensions' recordings, in the upper right corner, click the Back button.

To download recordings as an Extension User (Virtual Office Desktop/Online)

Note: Access to download recordings may be restricted by your system administrator.

  1. Log in to Virtual Office Online or Desktop.
  2. Click the History (clock) icon.
  3. From the dropdown menu to the left of the search bar, select Call Recordings.
  4. Locate the listing of the recording you'd like to download, then click the Play (right-facing triangle) button to the right of the listing. This will open up all recording options, including download.
  5. Below the recording progress bar, click the Download (downward arrow) icon.
    Note: From here, recordings can also be played, forwarded by email and deleted; and the other calling party can be redialed. 
  6. Choose a location on your computer to which to download the recording and click Save. (The recording will be downloaded as a single .au audio file.)
    Note: Individual extension users cannot download more than one recording at a time. 

Delete Call Recordings

Note: 8x8 Support is not able to delete recordings on behalf of customers/users. Please use the steps below to delete your recordings, and take care to monitor your storage.

To delete recordings as an Account Admin (Account Manager)

See also Account Manager User Guide (pg. 29-30)

  1. Log in to Account Manager.
  2. From the top menu, click Phone System.
  3. Click View All Extensions.
  4. From the options above the extension table, click Download Call Recordings.
  5. Set search options
    • Start Date
    • End Date
    • Time Zone
    • Extension(s) - At least one extension must be selected.
  6. Click Search.
  7. From the list of results, click the box to the left of the recording you wish to download.
    Note: From here, you can also play and delete recordings. 
  8. From the options above the table, click Delete Recordings.
  9. In the confirmation window, click Delete.

To delete recordings as an Account Admin (Virtual Office Desktop/Online)

  1. Log in to Virtual Office Online or Desktop using primary admin login credentials.
  2. Select the primary admin softphone extension (typically, the first extension in the list).
  3. Once logged in, access Settings.
  4. From the left hand column, click Media Usage.
  5. Above the visual breakdown of call recording, meeting recording and remaining free data for the primary extension user, click the button for Manage Call Recordings For All Extensions.
  6. From the resulting list, double-click on any user to view a list of their call recordings. (If the list is extensive, you can search within it for a particular recording.)
  7. Check the box next to the recording you wish to download. (To download all recordings, check the box in the upper left corner.)
  8. From the top of the window, click Delete.
    Note: From this window, recordings can also be downloaded and played, and the other calling party can be redialed. 
  9. Click Yes to confirm.
  10. To view and delete other extensions' recordings, in the upper right corner, click the Back button.

To delete recordings as an Extension User (Virtual Office Desktop/Online)

See also Virtual Office Web Help on Recording.

  1. Log in to Virtual Office Online or Desktop.
  2. From the top menu, click History (clock icon). By default, complete extension activity history is shown.
  3. To view only call recordings, from the dropdown menu above the history list, select Call Recordings.
  4. Check box next to the recording you wish to delete. If the list is extensive, you can filter by name, phone number or date. To delete all recordings, check the box in the upper left corner.
    Note: From this list, recordings can also be played. ​​​​​​​
  5. Next to the checkbox to the upper left of the list, click Delete.
  6. Click Yes to confirm.

 

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