Best call recording software for consent and records
6 vendors comparedVendor claims read 2026-10-22
For a business that records sales or support calls and needs each recording to hold up later: what the caller hears before recording starts, what happens on a call into an all-party state, how long the file lives and who can open it. We read six tools' own documentation on 2026-10-22; every status below names the page it came from. More side-by-sides sit in the comparisons index.
Verdict by use case
Best overall
Recording, greetings, pause rights and retention are set per office, line or contact centre, and the dialer adds a company do-not-call list and time-zone calling windows. Plan around one gap: office-wide recording plays no greeting.
Best for outbound calls into all-party states
The only vendor here whose documentation switches recording off by default on outbound calls to all-party states. Recordings can also delete themselves on a schedule you choose.
Best for letting callers say no
A keypad prompt in the call flow asks for recording consent and routes callers who decline to an unrecorded line. Agents can start and pause recording per number.
Six tools, ten requirements
Eight rows are about the recording itself. The last two are TCPA rows that apply the moment the same tool places outbound sales calls: the 8 a.m. to 9 p.m. calling window and the internal do-not-call list (more in the Calling pillar). "Our pick" marks the best-overall verdict.
| Requirement | Our pickDialpad | JustCall | Aircall | CallRail | RingCentral | Nextiva |
|---|---|---|---|---|---|---|
| Records inbound and outbound calls automatically | Yes | Yes | Yes | Yes | Yes | Yes |
| Plays a recording announcement the caller hears | Yes | Check with the vendor | Yes | Yes | Yes | Yes |
| Lets the caller decline recording with a key press | Check with the vendor | Check with the vendor | Yes | Check with the vendor | Check with the vendor | Check with the vendor |
| Agent can pause recording mid-call | Yes | Yes | Yes | No | Yes | Yes |
| Changes recording behaviour by the other party's state | Yes | Yes | Check with the vendor | Check with the vendor | Check with the vendor | Check with the vendor |
| Retention period the account sets | Yes | Yes | Check with the vendor | No | Check with the vendor | Check with the vendor |
| Recordings downloadable for your own archive | Yes | Yes | Yes | Yes | Yes | Check with the vendor |
| Role-based access to recordings | Yes | Yes | Yes | Yes | Check with the vendor | Check with the vendor |
| Calling window by the recipient's time zone | Yes | Yes | No | Check with the vendor | Check with the vendor | Check with the vendor |
| Keeps an internal do-not-call list for outbound calls | Yes | Yes | No | Check with the vendor | Check with the vendor | Check with the vendor |
- Records inbound and outbound calls automatically
- A recording policy only works if it covers every line it is meant to, without agents remembering.Reporters Committee, Reporter's Recording Guide: Introduction
- Plays a recording announcement the caller hears
- In all-party states every person on the call must agree; an announcement before recording starts is the usual way to get that.Reporters Committee, Reporter's Recording Guide: Introduction
- Lets the caller decline recording with a key press
- An announcement informs; a press-1 prompt also records that the caller agreed, or routes them away if they did not.Reporters Committee, Reporter's Recording Guide: Introduction
- Agent can pause recording mid-call
- Card numbers and health details are often kept out of the recording entirely.
- Changes recording behaviour by the other party's state
- Federal law needs one party's consent; about 11 states need everyone's, and the stricter law can apply across state lines.18 U.S.C. § 2511(2)(d)
- Retention period the account sets
- A business decides how long it keeps recordings; a fixed vendor window means exporting on a schedule.
- Recordings downloadable for your own archive
- The recording is the record; a business should be able to keep it outside the vendor.
- Role-based access to recordings
- Recordings hold customer details; access should follow the job, not the login.
- Calling window by the recipient's time zone
- No telephone solicitation before 8 a.m. or after 9 p.m. local time at the called party's location.47 CFR § 64.1200(c)(1)
- Keeps an internal do-not-call list for outbound calls
- Telemarketers must record a do-not-call request when it is made and honour it for five years.47 CFR § 64.1200(d)(3), (d)(6)
One party or all parties
Federal law lets a business record a call it is on: one party's consent is enough. A group of states asks for everyone's, and that is the line a recording setup has to respect.
All parties must agree
- CA
- DE
- FL
- IL
- MD
- MA
- MI
- MT
- NH
- PA
- WA
All parties, for phone calls only
- CT
- NV
Reporters Committee for Freedom of the Press, Reporter's Recording Guide, read 2026-10-22. Michigan's all-party rule covers at least a third party recording a call it is not on.
A call from a one-party state into an all-party state can fall under the stricter law, and courts disagree on which state's law governs. A sales team in Texas calling a customer in California should treat the call as all-party.
Vendor lists are not the law
JustCall's built-in all-party list adds two codes the compendium above does not carry as all-party for phone calls:
- VT
- PR
A built-in list is a convenience, not a ruling. Keep your own list, signed off by counsel, and check that the setting in the tool matches it. For one call, the call recording consent by state tool takes both states and returns which rule applies and the announcement to use. The Records pillar covers the rest of the paper trail a recorded call belongs to.
Whoever presses record has to know this too. The TCPA training quiz puts the Texas-to-California call to staff as a scenario and prints a completion record.
Vendor by vendor
Each card repeats the table's rows with the detail from the vendor's own page. Dialpad, Aircall, JustCall and RingCentral are also read for a small shared line, beside Quo, in OpenPhone (Quo) alternatives. Sales teams that dial through a list can compare recording by area code in the power dialer comparison.
Dialpad
What it is
A cloud phone system with a contact centre and an outbound dialer. Admins switch automatic recording on per office, main line, department, contact centre or coaching team, and choose inbound, outbound or both.
Who it fits
Teams with several lines or a contact centre that want recording rules, retention and outbound limits set in one place.
- Records inbound and outbound calls automaticallyYes
Inbound, outbound or both, per office, line, department or contact centre.
- Plays a recording announcement the caller hearsYes
Mandatory on recorded main-line, department and contact-centre calls. Office-wide recording plays no greeting, so agents must say it.
- Lets the caller decline recording with a key pressCheck with the vendor
- Agent can pause recording mid-callYes
Admins decide whether operators and agents may pause.
- Changes recording behaviour by the other party's stateYes
A contact centre or coaching team's recording exception list takes the area codes of all-party states; Dialpad calls its list a starting point.
- Retention period the account setsYes
Retention policies by office, department, contact centre, team or user. How long recordings stay viewable depends on the plan.
- Recordings downloadable for your own archiveYes
MP3 download per call; some plans back recordings up to Google Cloud Storage.
- Role-based access to recordingsYes
Shared-line recordings are visible to that line's admins unless others are granted access.
- Calling window by the recipient's time zoneYes
Dialpad Dialer delays or skips calls outside the window set by the lead's time zone.
- Keeps an internal do-not-call list for outbound callsYes
Company-level do-not-contact lists; agents can flag Do Not Call at wrap-up.
JustCall
What it is
A cloud phone system and sales dialer with SMS. Recording is on by default for every number, with a per-number compliance switch for outbound calls into all-party states.
Who it fits
Outbound sales and appointment-setting teams calling customers in many states.
- Records inbound and outbound calls automaticallyYes
On by default for every number; records incoming and outgoing calls.
- Plays a recording announcement the caller hearsCheck with the vendor
- Lets the caller decline recording with a key pressCheck with the vendor
With Secure Line on, agents are prompted to get consent before recording in all-party states.
- Agent can pause recording mid-callYes
Pause and resume from the dialer, on the Pro plan and above.
- Changes recording behaviour by the other party's stateYes
Outbound only: recording is off by default on calls to the all-party states on JustCall's list. Inbound follows the number's settings.
- Retention period the account setsYes
Auto-delete after a period you pick (for example 15, 30, 60, 90 or 180 days); the default is never.
- Recordings downloadable for your own archiveYes
Play or download from the call logs.
- Role-based access to recordingsYes
Only the owner, admins and members with the permission can open recordings.
- Calling window by the recipient's time zoneYes
Sales Dialer places a call only inside the time slot set for the contact's region.
- Keeps an internal do-not-call list for outbound callsYes
A Do Not Dial list under Restricted Contacts.
Aircall
What it is
A cloud phone system for sales and support teams. Admins turn recording on per number for inbound and outbound calls, with automatic or agent-controlled modes.
Who it fits
Support and sales teams that want callers to opt in to recording before they reach an agent.
- Records inbound and outbound calls automaticallyYes
Per number, inbound and outbound, automatic or agent-started.
- Plays a recording announcement the caller hearsYes
The disclosure goes in the number's welcome message or call greeting.
- Lets the caller decline recording with a key pressYes
A keypad prompt in the call flow; callers who decline go to an unrecorded route.
- Agent can pause recording mid-callYes
Agents can start and pause when the number allows it.
- Changes recording behaviour by the other party's stateCheck with the vendor
- Retention period the account setsCheck with the vendor
The Dashboard shows the last 6 months; older recordings by request to support.
- Recordings downloadable for your own archiveYes
Download from the Dashboard, or fetch through the API.
- Role-based access to recordingsYes
Admins delete recordings; supervisors only for their own numbers.
- Calling window by the recipient's time zoneNo
Its Outbound Campaigns guide leaves calling hours to your organisation.
- Keeps an internal do-not-call list for outbound callsNo
Agents can tag a do-not-call outcome, but removing the contact from future campaign lists is manual.
CallRail
What it is
Call tracking for marketing teams: tracking numbers per ad or source, with recording, transcripts and lead reports. Recording is included at no extra cost.
Who it fits
Businesses that want to know which ad made the phone ring, and to keep the call.
- Records inbound and outbound calls automaticallyYes
Inbound per tracking number or account-wide; outbound can default to on.
- Plays a recording announcement the caller hearsYes
A typed or uploaded greeting per number; an optional automated notice on outbound calls.
- Lets the caller decline recording with a key pressCheck with the vendor
- Agent can pause recording mid-callNo
Recording cannot be paused mid-call; it can be switched off per number.
- Changes recording behaviour by the other party's stateCheck with the vendor
- Retention period the account setsNo
Recordings are deleted after 25 months and the period cannot be extended; export to keep them.
- Recordings downloadable for your own archiveYes
MP3 per call; bulk download is available.
- Role-based access to recordingsYes
Four user types; only administrators can delete a recording.
- Calling window by the recipient's time zoneCheck with the vendor
- Keeps an internal do-not-call list for outbound callsCheck with the vendor
RingCentral
What it is
A unified communications suite (RingEX) with phone, video and messaging. Recording is automatic for chosen users and call types, or on demand with a button.
Who it fits
Companies already on RingCentral for phones that want recording in the same admin portal.
- Records inbound and outbound calls automaticallyYes
Automatic for one or many users, or on demand.
- Plays a recording announcement the caller hearsYes
Callers hear a notice when on-demand recording starts and stops; admins customise the announcement.
- Lets the caller decline recording with a key pressCheck with the vendor
- Agent can pause recording mid-callYes
On-demand recording starts and stops with a button.
- Changes recording behaviour by the other party's stateCheck with the vendor
- Retention period the account setsCheck with the vendor
The feature page says up to 100,000 recordings are stored for up to 90 days.
- Recordings downloadable for your own archiveYes
Download individually or in bulk.
- Role-based access to recordingsCheck with the vendor
- Calling window by the recipient's time zoneCheck with the vendor
- Keeps an internal do-not-call list for outbound callsCheck with the vendor
Nextiva
What it is
A VoIP phone system with recording policies set per user: always, always with pause and resume, on demand, or never. Recording needs the Enterprise or Pro plan.
Who it fits
Small offices that want simple per-user recording rules set by an admin.
- Records inbound and outbound calls automaticallyYes
The "Always" policy records every incoming and outgoing call for the user.
- Plays a recording announcement the caller hearsYes
Both parties hear a fixed start and stop message; an optional repeating warning tone.
- Lets the caller decline recording with a key pressCheck with the vendor
- Agent can pause recording mid-callYes
*48 pauses and *49 resumes under the pause-and-resume policy.
- Changes recording behaviour by the other party's stateCheck with the vendor
- Retention period the account setsCheck with the vendor
- Recordings downloadable for your own archiveCheck with the vendor
- Role-based access to recordingsCheck with the vendor
- Calling window by the recipient's time zoneCheck with the vendor
- Keeps an internal do-not-call list for outbound callsCheck with the vendor
How we read the claims
Questions buyers ask
Is it legal to record calls with customers?
Federal law allows it when one party to the call consents, and the business recording its own call is a party (18 U.S.C. § 2511(2)(d)). About 11 states require every party's consent, and Connecticut and Nevada require it for phone calls. Where the two people sit in different states, the stricter law can apply, which makes an announcement on every call the safer default.
Does an announcement count as consent?
Generally yes: the Reporters Committee's guide notes that consent is presumed when the parties are warned of the recording and carry on with the call. A press-1 prompt goes further, because the caller's key press is itself a record that they agreed, and callers who decline can be routed to a line that is not recorded.
How long should we keep call recordings?
The FCC's calling rules (47 CFR § 64.1200) set no retention period for recordings; they do require a do-not-call request to be honoured for five years. Pick a period with counsel, then check the vendor can hold it. CallRail, for example, deletes recordings after 25 months and cannot extend that, so a longer policy means exporting on a schedule.
Does recording software make our calls TCPA-compliant?
No. The TCPA governs consent for autodialed and prerecorded calls and texts, calling hours and Do Not Call lists; whether you may record is a separate question under wiretap laws. A recording helps prove what was said on a call, but the statutory damages for a TCPA violation are still $500 per call or text, up to three times that if the court finds the violation willful or knowing.
Should agents pause the recording when a customer reads out a card number?
Most teams keep card numbers out of recordings altogether. Dialpad, JustCall, Aircall, RingCentral and Nextiva let the agent pause or stop and restart recording; CallRail's documentation says recording cannot be paused mid-call, and offers redaction of card numbers in recordings and transcripts instead.
Sources
- Reporters Committee, Reporter's Recording Guide: Introductionfetched 2026-10-22
- 18 U.S.C. § 2511(2)(d)fetched 2026-10-22
- 47 CFR § 64.1200(c)(1)fetched 2026-10-22
- 47 U.S.C. § 227(b)(3) (private right of action)fetched 2026-10-22
- Reporters Committee, Reporter's Recording Guide: Californiafetched 2026-10-22
- CallRail: Data redactionfetched 2026-10-22
- Dialpad: Enable Automatic Call Recordingfetched 2026-10-22
- Dialpad: Understanding Call Recording & Transcriptionfetched 2026-10-22
- Dialpad: Add All-Party Consent States to Exception Listfetched 2026-10-22
- Dialpad: Data Retention Policyfetched 2026-10-22
- Dialpad: Record a Callfetched 2026-10-22
- Dialpad: Dialer Compliance, DNC, and Limitsfetched 2026-10-22
- JustCall: Enable Call Recordingsfetched 2026-10-22
- JustCall: Call Recording Controlfetched 2026-10-22
- JustCall: Call Recording Compliancefetched 2026-10-22
- JustCall: Data Control Toolsfetched 2026-10-22
- JustCall: Accessing Call Recordingsfetched 2026-10-22
- JustCall: Calling Hours in Sales Dialerfetched 2026-10-22
- Aircall: Activating call recordingfetched 2026-10-22
- Aircall: Using call recordings in Workspacefetched 2026-10-22
- Aircall: Prompting callers for recording consentfetched 2026-10-22
- Aircall: Accessing, exporting and deleting call datafetched 2026-10-22
- Aircall: Outbound Campaignsfetched 2026-10-22
- CallRail: Inbound call recordingfetched 2026-10-22
- CallRail: Outbound call recordingfetched 2026-10-22
- CallRail: Data retention policyfetched 2026-10-22
- CallRail: Download a call's recordingfetched 2026-10-22
- CallRail: Usersfetched 2026-10-22
- RingCentral: Call recordingfetched 2026-10-22
- Nextiva: VoIP call recordingfetched 2026-10-22
- Nextiva: How to set up the call recorderfetched 2026-10-22