The short answer
Finding a recording
Every recording is attached to its call, so finding a recording means finding the call. Open Reports, set the date range, narrow by the caller, the extension or a number, and open the call. The player sits in the journey, with the AI summary beside it and the transcript under it. There is no separate recordings library to hunt through.
Who can hear them
Playing a recording is a permission on the listener's own portal login, not a property of the call, so two people can open the same call and see different things. On the Users page, each login has two switches under Recordings Settings: Allow View Recordings, which shows that a recording exists, and Allow Play Recordings, which lets it play. Play cannot be on without View. A restrictions list under them can limit playback to certain extensions' calls. A greyed-out play button is the Play switch, every time.
Two more things narrow what a login sees: its report scope, which limits it to certain people's calls, and the Summaries switch, which decides whether transcripts and summaries appear. An Advanced login can set all of this on the Users page; a login that is itself limited cannot hand out access. See portal logins and what each can see.
The transcript and the summary
Under the player, the transcript shows each line with its speaker, and the summary beside the player says what the call was about, so you can read first and listen only to the part you need. Both need transcription switched on for the company; see AI summaries and transcripts.
Through the API
A call record from the API carries a recording link for each recorded step, and the media endpoint returns a signed link to the audio that is good for thirty minutes. See REST API basics.
How long they stay
At least a year on every account. Very short calls, under about six seconds, are not recorded at all. A longer call with no recording is worth a message to us with the date, time and number. See call recording.