Send the AI note-taker to imported meetings automatically

Overview#

This setting sends the AI note-taker to meetings imported from your calendar. You no longer switch it on per meeting: for meetings that have a meeting link, the bot joins and prepares everything from the recording and transcript to the draft minutes.

What it does and does not do#

• It does: send the AI note-taker to imported meetings that have a meeting link, that you organise or have accepted, and that have not started yet.
• It does not: join meetings without a meeting link, invitations you have not answered or meetings you declined; apply to activities you created by hand (use the switch on each activity); or tell the customer about recording for you.

Steps#

1. Under Settings → Google Calendar → Meeting import, make sure Import meetings with external guests as activities is on ("Import calendar meetings as activities automatically").
2. Turn on Send the AI note-taker to imported meetings automatically. It cannot be changed while import is off.
3. Tell the customer about recording in the invitation email ("Send a meeting invitation email").
4. In the meeting, the host lets the bot in. Afterwards, check the draft and click Confirm and apply.

On the screen#

• The note below the switch says only meetings with a meeting link are covered and asks you to announce recording in the invitation email.
• The switch appears only where the recording bot is set up.
• It applies to meetings imported after you turn it on: those activities are created with their AI note-taker switch on.
• For a meeting you do not want recorded, switch it off in the AI note-taker card on that activity. Later imports will not switch it back on.
• Booking times, Status, admitting the bot and the notification afterwards work as described in "Record and transcribe with the AI note-taker".

FAQ#

• Do I need to announce recording? Yes. In Japan it is good manners to tell people in advance, and the invitation email includes a notice. Do not record meetings where the customer prefers not to be recorded.
• The bot cannot get into a Zoom meeting: the host has to admit it from the waiting room and allow recording.
• There is no switch: the recording bot is not set up in this environment, or Google Calendar is not connected.
• The bot skipped some meetings: they had no meeting link, you had not accepted the invitation yet, the meeting had already started, or it was imported before you turned the switch on. Turn it on for that activity in the AI note-taker card if needed.
• What does it cost? Recording and transcription are currently not charged. The AI extraction afterwards uses AI points.