Meeting Recaps provide AI-generated summaries, transcripts, and action items for your recorded meetings. Shareable via email, link, or downloadable TXT file, Meeting 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 Vertical-Specific Summaries tailored to your industry
- Export transcripts as TXT files to streamline documentation
Before you begin
- The 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: The 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: The 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. The Notetaker will appear as a meeting participant.
Learn more about what happens when Calendly Notetaker joins your meetings.
Set up Meeting Recaps
Step 1 – Enable the Notetaker
- Go to Account Settings > Notetaker settings
- Select Get Meeting Recaps for free
- Select Next
Step 2 – Which meetings should Calendly Notetaker join?
By default, the 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 the 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.
Step 3 – Set your meeting location
To enable the Notetaker for your Calendly meetings, set Zoom or Google Meet as the event location.
- From the Scheduling page, select the event type you want to edit.
- In the pop-out editor on the right, open the Location dropdown.
- Choose Zoom or Google Meet.
- Select Save changes.
Do this for any event type where you want Meeting Recaps enabled.
Ready to learn more about Meeting Recaps?
Add Calendly Notetaker to your meetings
Calendly Notetaker can record meetings on your Google calendar scheduled with Zoom or Google Meet. This includes meetings scheduled from Calendly and from your connected calendar.
On your Meetings page, Notetaker enabled meetings will display a Calendly Notetaker icon on the righthand side.
You can manage your recording rules at any time from the Meeting Recaps section of your Account Settings.
- Go to your Meetings page.
- Select an Upcoming Google Meet or Zoom meeting that you want to add the Notetaker to.
- On the right side, select + Add Notetaker at the top of the pop-out panel.
Best practices
Set expectations early
Mention Notetaker in your calendar invite, booking page, or reminder emails. Give a brief heads-up at the start of the call.
Ask for permission when needed
If it’s a first meeting, a sensitive topic, or a privacy-conscious client, you can get their OK ahead of time or ask on your booking page.
Use it selectively
Notetaker may not be right for every meeting. You can turn it off by Event Type or remove it from individual events.
Be transparent about privacy
Let clients know notes are private, stored securely, and only shared if you choose. You can delete them anytime.
Share recaps professionally
Review and edit recaps before sharing. Keep them focused on decisions and next steps, and add a personal note if needed.
Give feedback
Use the thumbs-up/down to tell us how you like each section of your recap. Your feedback helps improve the Notetaker.
- In your recap page, open the Highlights section.
- Select the
three vertical dots in the section you want to provide feedback for.
- Choose
I liked this section or
I didn't like this section.
Frequently asked questions
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:
- Go to the Recaps page and select a recap.
- Right click the video and choose “Open Video in New Tab.”
Troubleshooting
- Confirm the Notetaker is enabled in your Meeting Recaps settings.
- Make sure the location field of the meeting includes a Zoom or Google Meet link.
- Make sure your recording rules include the meeting type.
- Try disabling and re-enabling Meeting Recaps in your Account Settings.
- In the host’s Zoom settings, allow local recording and external participants to request recording.
- After logging into Zoom, select Settings in the left hand navigation, then select Recording.
- Record to computer files must be enabled as well as the ability for External meeting participants to request permission.
- The host of the meeting must give the Notetaker permission to record at the start of the meeting.
- If you’re the meeting organizer, make sure you’re logged in as the host in Zoom.
- You can check what Zoom account you're logged into by clicking your profile at the top right within Zoom in your browser.
- If you use the Zoom desktop app, make sure you're signed into the same account in your browser and the desktop app.
Want to learn more?
See the Meeting Recaps article collection.