Private Beta
Calendly's AI Notetaker is in Private Beta and still changing. By joining, you agree to our Privacy Policy and Beta Terms of Use.
Calendly's AI Notetaker is your trusted partner, committed to maximizing your meeting experience. Now you can leverage AI as a natural extension of the Calendly you know and love to power your meetings more effectively.
This article shares tips for admins and users and explains what to expect when starting a meeting with AI Notetaker.
Best practices
For a user:
- Calendly Zoom meetings and Zoom meetings created in your Google calendar will appear in your Calendly Meetings page. To add or remove AI Notetaker from a meeting on your Meetings page, see How to add or remove AI Notetaker from meetings.
- Review your meeting summaries from the Meetings page by expanding a past meeting and selecting View recap.
- Use the dynamic search bar to locate and manage past meetings with ease.
Clicking on a scheduled meeting opens the details on the right side of your screen and shows editing options.
- Using the Cancel or Reschedule buttons will trigger a notification to your invitees informing them of the changes you’ve made.
- The answers to your invitee questions live under Questions.
- See when meetings were booked and when workflows have been triggered from the Timeline section.
- Take internal meeting notes (not visible to the invitee) under Notes.
- View and manage contact information by clicking the invitee name.
- Edit the corresponding event type that will impact future bookings by clicking the event type title.
For an owner/admin:
- When configuring AI Notetaker for your organization, you can set permissions for who can disable AI Notetaker for their individual Calendly account.
- You can update this at any time from the AI Notetaker section of your Admin Center.
- Teams users can sync AI Notetaker data with Salesforce. For details, see How to share AI Notetaker recaps.
What to expect when starting a meeting with AI Notetaker
At your meeting's scheduled start time, AI Notetaker will join your meeting and you will see the default Zoom banner at the top of the Zoom window informing you that the meeting is being recorded.
You will have an option to select 'ok' to close the Zoom banner. If you don’t click 'ok', the banner will remain. If you do click 'ok', you will see the persistent "Recording..." icon in the top right, plus 4 squares.
If you click on the 4 squares, you will see the following message –
Only the meeting host that included the Notetaker can remove it from the meeting.
If you are a meeting invitee and would like your meeting host to remove the Notetaker, please let them know.
To remove AI Notetaker from an in-progress Zoom meeting, see How to add or remove AI Notetaker from meetings.
Note
As a Zoom admin, you can add custom text to change what invitees see. This customization must be done directly in Zoom, not through Calendly.
Please note, as a user of Meeting Intelligence, you are responsible for obtaining proper consent from meeting invitees to record, transcribe and summarize your meetings. Please keep this in mind when evaluating the native recording consent experience in Zoom (as detailed above) and determining whether to customize this experience in any way.
For more information, refer to Zoom's documentation here: Customizing the recording consent disclaimer.
Setting up AI Notetaker
Ready to set up AI Notetaker? These Help Center articles walk you through the steps.
- How to enable AI Notetaker
- How to add or remove AI Notetaker from meetings
- How to share AI Notetaker recaps
- How does Calendly's AI Notetaker honor my data rights?
Questions and Feedback
Questions?
Since AI Notetaker is still new, please contact us with any questions. We are happy to help!
Product Feedback
We value feedback and would love to hear more about your experience! At the bottom right of any recap page, you'll find surveys to indicate if the AI Notetaker was useful or not useful. Please feel free to use these links to provide feedback!