Note
Notetaker is being gradually rolled out to eligible users. Join the waitlist.
Notetaker provides AI-generated summaries, transcripts, and action items for your recorded meetings. Shareable via email, link, or downloadable TXT file, Notetaker 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
- 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 Notetaker joins your meetings
- If you're the host: 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 Notetaker joins your meetings.
Set up Notetaker
Step 1 – Enable Notetaker
- Go to Account Settings > Notetaker settings
- Select Get Calendly Notetaker for free
- Select Next
Step 2 – Which meetings should Notetaker join?
By default, Notetaker records all Zoom and Google Meet meetings from your connected calendar.
You can manage 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 Notetaker?
Add Notetaker to your meetings
Notetaker records Zoom or Google Meet meetings on your connected 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 with two or more attendees will display a 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 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.
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.
Note: This feature is currently in development and available to a limited group of small organizations. We’re gradually rolling it out to more users as we continue to improve it.
If Notetaker is available for your organization, yes. Owners and admins can disable Notetaker for the entire organization.
To learn how, follow the steps in How to remove Notetaker from meetings.
No. The meeting host must approve Notetaker in every new Zoom meeting.
You may see a “Remember this choice” option in Zoom. This only works for the meeting you are in. It does not apply to future meetings.
The “Remember” box helps if the host needs to approve more than one Notetaker to record a single meeting. It stops extra pop-ups in that session only.
For each new Zoom meeting, the host must approve the Notetaker again. There is no setting that lets it record all future meetings automatically.
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 connected calendar: On your Meetings page, make sure the Notetaker was turned on for that meeting before the meeting started. You can only add Notetaker to meetings with two or more attendees, including the host.
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
- Make sure you’re signed in to the same Zoom or Google account that’s connected to Calendly.
- 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
- Make sure you’re signed in to the same Zoom or Google account that’s connected to Calendly.
- 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.
Want to learn more?
See the Notetaker article collection.