Documentation/Notetaker & Ownership

Notetaker Join Settings, Recording & Ownership

Learn which meetings the notetaker joins, when it records, how Schedule controls work, and how each recording receives an owner.

Notetaker Join Settings#

Join settings control which calendar meetings the notetaker joins automatically. Settings resolve from the account through departments and teams to the individual user.

Note: Each setting inherits from the level above until an allowed override changes it. Use Override to set a local value and Reset to return to the inherited value.

Join method#

Method	What it does
Automatic	Upcoming meetings are evaluated against the join filters. Qualifying meetings default to Invite Notetaker on the Schedule page.
Manual Scheduling	Upcoming meetings default to Don't invite. You opt in separately for each meeting on the Schedule page.

Warning: Don't invite is your personal request, not a meeting-wide block. The notetaker may still join when another participant from your organization requests it.

Meeting types to auto-join#

An external participant has an email address outside your organization's configured domains.

Option	The meeting qualifies when
Internal only	All identified participants use an internal domain.
External only	At least one identified participant uses an external domain.
Internal & External	Either an internal or external meeting can qualify.

Additional join filters#

Setting	Effect
Only when I am organizer	Only meetings organized by the user qualify.
Meeting title keywords	The title must contain at least one configured keyword.
Participant emails	The meeting must include at least one configured participant email.
Domain blacklist	The meeting is excluded when an identified participant uses a listed domain.

Where settings apply#

Join settings use the same four-level hierarchy throughout the organization.

Account → Department → Team → User

A more specific allowed override replaces the value inherited from broader levels.
The interface shows the source of each effective value.
Account administrators decide whether department, team, and user overrides are allowed.

Bot Join & Recording Logic#

Automatic and Schedule-driven requests both send the notetaker to the meeting link. Admission and recording still depend on the meeting platform and attendance.

Getting admitted#

If the meeting uses a waiting room, someone inside must admit the notetaker. The configured waiting-room timeout is 10 minutes; after that, the join attempt ends.

Warning: Google Meet and Microsoft Teams administrators can block external participants or meeting bots. A correct Invite Notetaker setting cannot override the host organization's platform security policy.

When recording starts and stops#

Recording starts when at least two other people, excluding the notetaker, are present.
Being alone with the notetaker does not start a recording.
When everyone leaves, the current configured everyone-left timeout is two minutes before the bot ends the session.

Note: Meeting-platform behavior and provider-side settings can affect admission and departure. Diagnostics on the Schedule page show the recorded reason when a scheduled join does not complete.

Meeting Ownership#

Each calendar-based recording is assigned to one owner. Ownership is resolved independently for every meeting.

Note: For the normal calendar flow, the organization sends one notetaker and creates one recording with one owner.

How the owner is selected#

If the organizer maps to a resolved calendar user in the account, that organizer becomes the owner.
Otherwise, the first resolved calendar user associated with the event becomes the owner.
For an instant Meeting Link request, the user who submits the link owns the separate recording created by that request.

Warning: Calendar ownership does not currently use RSVP groups or invitation-list ordering. Invite Notetaker controls a user's request for the bot, while ownership follows the resolution rules above.

The Schedule page#

Schedule is the per-meeting control surface for upcoming and recent calendar events.

Next 30 days
Next 14 days
Next 7 days
Past 14 days, including join status and available diagnostics

Toggle	What it means
ON — Invite Notetaker	You request the notetaker for this meeting. The bot will attempt to join if the meeting remains eligible.
OFF — Don't invite	You are not requesting the notetaker. Another internal participant can still request it for the same meeting.

Note: The toggle is participant-scoped. To avoid an organization notetaker request, every internal platform user on the meeting must have Don't invite selected.

Instant invite via meeting link#

You can request a notetaker for a meeting already in progress without waiting for a calendar event.

Open Conversations and select New Conversation.
Choose Meeting Link and paste a supported Google Meet, Microsoft Teams, or Zoom link.
Submit the request to send a notetaker to the live meeting.

Warning: An instant invite creates its own bot request and recording. It can coexist with a calendar-based bot, and the user who submitted the link owns the instant-invite recording.