Note
Notetaker is being gradually rolled out to eligible users. Join the waitlist.
Calendly Notetaker provides AI-generated summaries, transcripts, and action items for your recorded meetings. Shareable via email, link, or downloadable TXT file, Calendly Notetaker's recaps help you stay organized and follow up quickly.
For example, you can:
- Share recap videos, snippets, or meeting notes—with optional password protection
- Use Search Q&A to get quick answers from your meeting transcript
- Enable recap templates tailored to your industry
- Export transcripts as TXT files to streamline documentation
Before you begin
- Calendly Notetaker works with Zoom and Google Meet, even if you're not the host or the meeting isn’t scheduled through Calendly.
- Recaps aren’t created for meetings shorter than 4 minutes or those without audio.
What to expect when Calendly Notetaker joins your meetings
- If you're the host: Calendly Notetaker joins your Zoom or Google Meet at the scheduled time, asks for recording consent, and starts recording once admitted or confirmed. It appears as a meeting participant on the call.
- If you're not the host: Notetaker still joins on your behalf, but the host must approve the recording and choose to admit or deny it. You'll be notified if the meeting is being recorded. Notetaker will appear as a meeting participant.
Learn more about what happens when Calendly Notetaker joins your meetings.
Set up Calendly Notetaker
Step 1 – Enable Notetaker
- Go to Account Settings > Notetaker settings
- Select Get Calendly Notetaker for free
- Select Next
Step 2 – Which meetings should Calendly Notetaker join?
By default, Notetaker records all Zoom and Google Meet meetings from your Google Calendar.
You can change these settings at any time:
- Toggle on/off All meetings scheduled with Calendly
- Use the dropdown to pick specific event types
- Toggle on/off All meetings scheduled on connected calendars
- You can always remove Notetaker from a meeting
- Toggle on/off Only meetings with external invitees
- Note: External invitees have a different email domain than you
When you’re done, select Finish setup.
Ready to learn more about Calendly Notetaker?
Add Calendly Notetaker to your meetings
Calendly Notetaker records Zoom or Google Meet meetings on your Google Calendar. It includes meetings scheduled through Calendly and events on the calendar where new Calendly events are added.
On your Meetings page, upcoming and in-progress meetings will display a Calendly Notetaker toggle on the righthand side.
You can manage your default recording rules at any time from the Notetaker settings page in your Account Settings.
To add Notetaker to a meeting:
- Go to your Meetings page.
- Locate an Upcoming or In Progress Google Meet or Zoom meeting that you want to add Notetaker to.
- On the right side, use the toggle to switch Notetaker on.
Note
You can also add Calendly Notetaker from the Chrome extension or the Calendly mobile app.
To add Notetaker:
-
In the Chrome extension: Open the extension and go to the Meetings section, then select the
three dots next to your meeting and Add Notetaker.
- In the mobile app: Open the app and go to your Meetings page, then select your meeting. In the top right corner, toggle Notetaker on.
Ask AI Assistant about your recaps
Beta
AI Assistant is currently in beta for select users. Tell us how you’d like to use it by contacting us.
AI Assistant helps you get more out of your Notetaker recaps—no searching or sorting required. You can ask it questions about your past meetings and get instant insights to save time and stay organized.
With AI Assistant, you can:
- Recall who you’ve talked to: Ask, “Show me all meetings with Shannon in the last quarter,” to quickly see your recent conversations.
- Track project progress: Generate a single, consolidated summary from multiple meetings with one client to understand how a project has evolved.
- Find key details fast: Search your meeting history for a specific phrase or topic across all past recaps—no manual searching needed.
- Pull together action items: Ask, “What were the action items from my last meeting?” to get a list of to-do's so you can follow through.
AI Assistant can also schedule meetings or create contacts for you, speeding up routine tasks so you can stay focused on what matters most.
Frequently asked questions
Recaps will stay available for as long as your account exists. They won’t be affected by your subscription status or account activity.
You can share recaps by:
- Sending an email directly from Calendly
- Copying a link to the recap video
- Exporting the transcript as a TXT file
Download a recap video:
- Go to the Recaps page.
- Select the recap you want to view.
- At the bottom left of the video, select the
Download icon.
If no one approves in 30 minutes, the bot leaves. No recap is created, and the Meetings page shows “The host did not allow Notetaker to record this meeting.” when hovering over "No recap available"
If an assigned Alternative Host joins, they can approve and recording starts as normal.
Troubleshooting
As the meeting host:
Notetaker didn't join my meeting
Check your account and permissions
- Make sure you’re signed in to the same Zoom or Google account that’s connected to Calendly.
- If you’re using Zoom, check these settings:
- Go to Zoom Settings > Recording.
- Turn on Record to computer files.
- Allow external participants to request recording.
Check your Notetaker setup
- For Calendly-scheduled meetings: Open your Notetaker settings and confirm the event type is included in your recording rules.
- For meetings from your Google calendar: On your Meetings page, make sure the Notetaker was turned on for that meeting before the meeting started.
Check the meeting location
- Make sure the location on your Meetings page matches the link where the meeting took place.
Notetaker joined but didn’t provide a recap
- When Notetaker joins, be sure to allow recording.
- Make sure you’re signed in to the same Zoom or Google account that’s connected to Calendly.
- If using Zoom, check these settings:
- Zoom Settings > Recording.
- Turn on Record to computer files.
- Allow external participants to request recording.
As a meeting attendee:
Notetaker didn't join my meeting
- On your Meetings page, make sure the Notetaker was turned on for that meeting before the meeting started.
- Make sure the location on your Meetings page matches the link where the meeting took place.
Notetaker joined but didn’t provide a recap
- The meeting host must grant recording permission at the start of the meeting. Without it, the Notetaker can’t create a recap.
- Make sure the location on your Meetings page matches the link where the meeting took place.