Configuring Data Retention in the Admin Dashboard

We’ve expanded and redesigned Data Retention settings in Tenor to give organization admins more granular control over how long different types of data are stored.

Where to Find the New Settings

1. Log in as an Organization Admin
2. Go to the Admin Dashboard
3. Click on the Data Retention tab

This replaces the old setting under:

Admin > Organization Settings → “What raw data should Tenor retain from roleplay conversations?”

What’s Changed?

Here’s how this differs from the previous Roleplay Data Retention setting:

1. Retention now applies beyond Roleplays

Previously, retention settings only applied to Roleplay Scenarios.

Now, admins can configure retention for:

• Roleplay Conversations
• Coaching Sessions
• Meetings

Each content type can have its own retention settings.

2. Time-based retention instead of “None / Transcript / Transcript + Audio”

Previously, Roleplay retention options were:

• None
• Transcript text only
• Transcript text and audio

Now, retention is time-based, not format-based.

Admins choose how long data is stored (for example, 30 days, 1 year, 5 years, or Forever), and this can be configured separately for different data types.

For example:

• Roleplay transcripts can have one retention period
• Roleplay audio can have a different retention period
• Meeting transcripts can have yet another

3. “None” option removed for transcripts

Previously, you could select None, meaning Tenor would not retain any transcript data.

Now:

• The shortest retention period for transcripts is 1 Day
• The “None” option is no longer available for transcripts
• “None” is still available for Roleplay audio recordings

This change ensures better system reliability (e.g., debugging and internal consistency) while still allowing minimum retention windows if needed.

4. More granular control by data type

Instead of one setting for all raw roleplay data, admins can now configure retention for:

Roleplay Conversations

• Transcripts
• Audio Recordings
• Feedback

Coaching Sessions

• Transcripts

Meetings

• Transcripts
• Meeting Notes
• Feedback

Each of these can have a different retention period.

Retention Period Options

Depending on the data type, you can choose from:

• 1 Day (minimum for transcripts)
• 30 / 90 / 180 days
• 1 / 2 / 3 / 5 / 7 years
• Forever

For Roleplay audio recordings only, you may also select:

• None (audio is not saved at all)

What Happens When Data Expires?

When data reaches the end of its retention period:

• If all configured retention periods for that session (for example, transcripts, audio, feedback, etc.) have expired, the session is fully deleted and it will no longer appear anywhere in the app.
• If one or more retention periods for that session are still active but a specific type of data (for example, the transcript) has expired, the session will still appear in the app — but users will see a message such as:

“Transcript no longer available due to your organization’s data retention policies.”

This message helps users understand why certain data is no longer available.

Important: Short Retention for Roleplays

If you set Roleplay transcripts or audio to a very short retention period (e.g., 1 Day), you’ll see a warning:

“Disabling transcript data retention means that users cannot look back on a roleplay session after it’s completed. We highly recommend setting this to at least 30 days.”

Short retention periods may significantly limit a user’s ability to review past sessions and reduce long-term coaching value.

Default Settings and Migration from the Old System

If your organization previously had Roleplay retention set to:

• None → Transcript retention is now set to the minimum available (1 Day)
• Transcript text only → Transcript retention will follow your configured duration; audio will follow its own setting
• Transcript text and audio → Both transcript and audio will follow their configured durations

💡 Note:

• Tenor AI Coach retains the minimum data required to function properly, subject to your organization’s configured retention policies.
• Expired data may still be retained for up to 30 days in system backups, depending on the exact timing of those backup processes.