Company Policies in the Kalima Console
Set recording rules, AI features, export, AI apps and MCP, Zapier and the public API, API keys, external sharing and project sharing for company accounts.
Policies decide what applies to everyone in your company: how recordings are made, when they are deleted, which AI features members use, how they share outside the company, and what they may export and connect. Policies apply to the company accounts of your company. Private Kalima accounts are never affected.
Members see the rules that apply to them in the app under Settings, Your organization.
Who can change policies
- Owners and admins change every section.
- Auditors and custom roles with Read policies see the page but cannot change anything.
- On Enterprise, a custom role with Change policies changes recording, AI, export, integrations and sharing projects. Only owners and admins change Deleting and External sharing.
The page has these sections, in this order.
Recording
Changes apply from the next recording.
- Recording note before every recording: before every recording, members see a note and confirm it. Only then does the recording begin. This applies in the web app, the desktop app, the desktop app's meeting window and the phone app. Under Text of the note you can write your own text (up to 500 characters) and choose Save text. Leave it empty to show Kalima's default text.
- Allowed sources: Microphone, System audio, Phone app and File upload. A source that is turned off no longer starts a recording. Recordings already running continue. File upload covers the app and the public API.
- Automatic meeting detection: turned off, the desktop app no longer offers or starts a recording for online meetings. Members then start recordings themselves.
- Longest recording: No limit, or a limit from 15 minutes to 4 hours. After this time Kalima stops the recording and saves it like a normal stop. Five minutes and one minute before, the person sees a note in the app.
Deleting
Delete recordings automatically, Delete audio separately and Zero data retention live here. Only owners and admins change them. They are explained on Retention and legal hold.
AI
Each rule below has a switch and a choice under How the setting applies:
- Default: applies to everyone who has not changed the setting themselves. Members can change it in their settings.
- Fixed: applies to everyone. Members see the setting but cannot change it.
| Rule | What it controls |
|---|---|
| Automatic summaries | After a recording of at least five minutes with enough speech, Kalima summarizes it on its own. Summarizing with a click stays possible. |
| Automatic titles | An unnamed session gets a title from its transcript when the recording ends. Kalima never replaces a name someone gave it. |
| AI chat about transcripts | Members ask the AI questions about a session. |
| Live assistant | Suggests answers during a running recording and sums up what was just discussed. |
| AutoCorrect+ | Corrects marked passages in the transcript with AI. |
| Translation | Translates recordings and uploaded files. Turned off, Kalima only transcribes. |
External sharing
How members share recordings outside your company. Only owners and admins change it. Choose Save changes when you are done.
- Disable public links: blocks share links that anyone can open without signing in.
- Require a password: links without a password cannot be opened.
- Require an expiry date: new or edited links must have an expiry date.
- Maximum expiry (days): how far in the future a link or grant may expire. 0 means no limit.
- Invite domain allowlist: only these email domains can be invited. Leave it empty to allow any domain. Guests in your projects need an address from these domains too.
Export
Export for members controls whether members can copy or download transcripts in the app's Export dialog and fetch them as files through the API. Turned off, the Export dialog offers nothing and the API delivers no files. What is on screen can still be selected and copied.
Under Allowed formats you choose which formats are offered: Copy for AI (Markdown), SRT subtitles, VTT subtitles, Text (TXT), JSON and Markdown summary. At least one format stays selected. If the Markdown summary format is not allowed, webhooks send summaries without their text. See Integrations and webhooks.
Integrations
Which apps members may connect to Kalima. Each rule also has Default or Fixed.
- AI apps and MCP: connect Claude, ChatGPT and other AI apps through MCP. Turned off, no new connection can be made and existing connections get no more data. See AI assistants.
- Zapier and the public API: connect Zapier, Make and n8n and use the public API. Turned off, the API refuses every request from members, also through existing connections and API keys. Company webhooks stop too.
- API keys: members create their own keys in their settings under Integrations. Turned off, no key can be created and existing keys stop working. While the public API is off, API keys have no effect anyway.
Sharing projects
How the company's projects may be shared inside the company. A change applies to new shares; anyone who already uses a project keeps access.
- Who projects may be shared with: Anyone in the company, or Only with people from a shared team. With the second option, a person can share a project only with someone they are in at least one team with, and can only add teams they are in themselves.
- Add whole teams to a project: project owners and admins can add a whole team. Everyone currently in the team sees the project; anyone who leaves the team loses access.
Processing
This section is information only. It applies to every Kalima customer, with no setting needed:
- Servers: Germany.
- AI providers: EU data centres only, nothing stored by the provider.
- Speech recognition: the provider stores no live audio, and Kalima deletes uploaded files after transcription.
- Training AI models: never with your data.