Which is the Best Call Recording Software — The Topmost Relevant Features Checklist

We want to share how you can find the best call recording software, by giving you the ultimate checklist of features for your team. This is the ULTIMATE checklist for 2022
Olivia Maier

Olivia Maier

10 min read

What we have for you today:

Your search for a call recording system might seem complicated, but we want to help you and make it a little bit easier. That is why we wanted to share everything that you need to know, starting by breaking down what call recording software is, and how your business should be taking advantage of it.

We will then share some of the considerations you have to be thinking about, especially if you are worried about protecting your customer information. This is an important step, and don’t worry we will be including the most important security features in our checklist.

That’s right, today we have a checklist that we’re going to share with you. That checklist will include all of the features that you need to make sure your call recording software is right for your team.

We then will put that checklist to work as we compare a few of the top providers, including:

  • Aircall
  • Dialpad

What is a call recording system?

Call recording software can be made to seem extremely complicated, but the actual technology behind it can be broken down into easy to understand components. As we said before, we will be speaking specifically to call recording software with cloud based phone systems.

Call recording software simply records your telephone conversations. With a cloud based system, you’re able to access these recordings at any time as they are stored within your virtual phone solution. The digital file is able to be stored within your phone system platform, which means that you don’t have to be worried about storage space or your own devices being slowed down.

The best call recording software will come with more than just the ability to store an audio file of your calls. We wanted to give some examples of how call recording capabilities can give you more, especially with the technology available in 2022.

How teams can take advantage of call recording capabilities:

Call recording software can be handy for a variety of use cases by businesses of all shapes and sizes.

We wanted to go into a few of the best ways that businesses can take advantage of these services and features.

Quality control: For team managers, it can also be helpful to be able to review your employees' work. When your teams’ work is mostly done through phone communication, it can sometimes be hard to review your teams’ work product. With call recordings, you’re able to give your team better feedback and ensure high quality phone communication:

Training employees: New employees will be able to benefit from hearing your best practices in action. When you’re training your employees, give them access to a tangible training tool through call recordings. They will be able to see how your top employees handle tough questions, nurture leads, and more.

Collecting data: When you keep track of call recordings, especially when your system allows you to tag and categorize them, you can potentially uncover important patterns. This includes determining where your customers are consistently requiring additional support, as well as what your customers love.

Accessing customer information: One of the best ways to use call recordings is to keep track of important customer information. You can better handle a call in the moment knowing that all of your important information will be saved through your call recordings. Gone are the days of frantically taking notes while on an active call, instead you can rely on call recordings.

Efficiently organize data: Call recordings can help you to organize your important data especially when you can easily sort through customizable labels and tags. You can even take this a step further when you take advantage of smart integrations, so you can access data regardless of which platform you are currently using.

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The cloud-based benefits:

We are only looking at cloud based phone systems today because we think that they are able to offer the best sets of features at some of the most accessible pricing out there. Cloud phone systems are a no-brainer if you are updating your phone in 2022, so when you are searching for call recording systems it just makes sense to fully upgrade to the best technology out there.

There are a few key benefits to a cloud phone system, and it makes sense to make sure we are all on the same page before we dive into call recording specifics. A few of of the top benefits and reasons to switch to a VoIP system include:

  1. The wide variety of business communication services that a VoIP provider can offer, including business text messaging, call conferencing, and more.
  2. The ability to make calls from devices that can connect to the internet, instead of relying on outdated telephone wires to be hardwired into your phones.
  3. Remote and flexible working can be enabled easier when your business phone is accessible wherever your team may be.
  4. Affordability is at the heart of VoIP communications as your providers are able to take on the burden of maintaining expensive infrastructure, instead of you.
  5. Your phone systems have never been more scalable than with a cloud based system.

Keep your information secure!

Is the call recording software going to protect you and your customers? This is an important consideration for your team, and we want to make sure that you don’t overlook it!

The best way to determine if your phone system is going to protect your sensitive information is to look for a solution that offers encryption capabilities, and has a GDPR compliant call recording system. While GDPR is an European Union standard, countries outside of the EU will look to it as an example of data protection.

The Most Relevant Features Checklist

  1. Call recording: Obviously if you’re looking for a call recording system, you want to make sure it at least meets the minimum requirements for an effective system. We recommend that you look at the length of time that the call recordings will be stored, as some systems will only keep them stored in the cloud for a limited period of time.
  2. Recording transcriptions: Sometimes, audio recordings just aren’t convenient. That’s why you should look for a system that can provide your team with recording transcriptions. These will be automatically generated by your business phone service, and oftentimes stored in the same place as the call recordings. The best systems will make these transcriptions available with your voicemails as well.
  3. Stop, start, pause: Sometimes having your ENTIRE call recorded just isn’t necessary, or could lead to potential privacy issues. When your call recording software allows flexibility, it will give you access to the ability to stop, start, or pause recordings at will. This way you can make sure that you have all the information stored that you need, without making things more complicated.
  4. Smart integrations: If you take advantage of a CRM system, have an internal communications platform, or use some other business tool, having your phone sync to your most loved tools will help improve your communications possibilities.
  5. Easy call transferring: Make sure that you can transfer calls within your team, and across devices. This includes having features at your disposal such as sending to mobile phones, as well as warm and cold transfers to colleagues.
  6. Call tagging or labeling: Customizable call tags can make it easier for you to search through call recordings, and therefore make your call recording more effective. Look for a solution that provides customization abilities to your call recording.
  7. Security features: As mentioned above, make sure your information is secure with encrypted calls, and GDPR compliant recording.

Let’s take a look at some top providers:

Yodel is a very affordable provider for businesses of all sizes, with two pricing plans available at $25/month/user as well as $35/month/user. The two pricing plans offer all of the features that we have deemed to be important and must-haves for call recording software.

Yodel’s call recording system is able to be started, stopped, paused, and resumed throughout an active call. This way, you can store the information you need, without having to worry about recording information that isn’t relevant or is particularly sensitive. Yodel is also able to have call recording transcriptions as well as voicemail transcriptions. Their smart integration abilities include Slack, important CRM providers such as Hubspot and Salesforce, as well as other communication platforms such as G Suite. Yodel also can offer you call tagging, making your call recordings easy to sort through.

As far as call transferring goes, Yodel covers all of the bases. Additionally, Yodel is a highly secure system with call encryption as well as GDPR compliant recording.

If you want to get started with Yodel, you can get started with a free trial. On top of that, the trial comes with live demo call options and other support measures to get you team up to speed.


Aircall tends to be at the higher end of pricing options, so it makes sense to understand how Aircall fits into your business big picture in general. Aircall’s pricing starts at $30/user/month and goes up to $50/user/month. Be sure to check out how Aircall can grow with your business before you commit to their higher end pricing scheme.

Aircall is able to offer call recording that can be heard through their on-demand playback. To take advantage of call recording transcriptions, you must take advantage of one of their integrations into other softwares and systems. It appears as their call recording can be started and stopped as well as paused during an active call.

Aircall is a GDPR compliant solution, which as we’ve said means that Aircall complies with one of the strictest standards for data processing and protection. Aircall also offers call encryption capabilities, which can give you and your customers peace of mind.

Aircall does offer free trials to get started, and it looks like you can take advantage of that free trial for 7 days.


Dialpad pricing ranges, with the most common plan coming in at $25/month/user. Dialpad is an omni-channel solution that can give your team access to unified communications. If your business phone system goes beyond phone and text communication, it may be worth looking into a platform that can offer video and online meeting channels. While Dialpad may not be the best solution for call monitoring alone, it could still meet your big picture needs. It is important to understand what is available with each plan, as some forms of communication require a more expensive pricing option.

Dialpad is able to record customer calls, and offers stop, start, and pause functionalities as well. This can help you take control of your call recordings, as it allows you the flexibility to determine when you want information to be stored. It doesn’t seem as though Dialpad offers many of the other features from our checklist, but it may be possible through a combination of other features not mentioned.

Dialpad is able to offer secure communication through their call encryption capabilities. Dialpad is also a GDPR compliant solution, which helps your team avoid liability especially if you are often communicating with EU citizens.

In the End…

The best call recording software will be built into a robust business phone solution. When you are looking for a call recording system, start by looking at the call recording features that your team will really benefit from. You can easily keep track of those important features when you compare providers with our helpful checklist in your hand.

If you are looking to take advantage of a call recording system built into a robust cloud based phone solution, test out with a free trial today. You can reach our team through individualized demo calls that will make sure that all of your call recording, and business phone questions are addressed.

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