How to enable Calendly Notetaker

Learn how to enable the Calendly Notetaker for Google Meet and Zoom meetings. Capture key points, summaries, and action items with ease!

To use the Notetaker, it will need to be enabled in the Account settings and will need access to Zoom and/or Google Meet. Zoom or Google Meet will also need to be set as the location for your Calendly meetings.

Before you begin

• Owners and admins can choose who can enable or disable the Notetaker on their account.

• The Notetaker can record meetings on Zoom and Google Meet, whether they are scheduled from Calendly or your Google calendar.

It’s also encouraged you:

• Connect your Google calendar to Calendly to ensure the Notetaker can accurately import your meetings.
• Confirm your supported video conferencing integration is set up (Zoom or Google Meet).

Enabling the Notetaker

Step 1 – Connect the Notetaker with video conferencing

You have the option to connect Zoom, Google Meet, or both from the Calendly Notetaker section of your Account settings. 

For the Notetaker to join your Zoom meetings, you'll need to separately connect your Zoom integration from the AI Notetaker section of your Account settings. This is not the same as the regular integration that creates meeting links when a meeting is scheduled.

The Google Meet integration uses the same permissions as your Google calendar connection. 

1. Navigate to Account Settings, then select AI Notetaker.
2. Select Get started on the configuration page.
3. Select Continue.
4. From here, you will be able to select Give access to Zoom and/or Give access to Google Meet and follow the prompts to login. 
   
   • You may see that Zoom and/or Meet are already connected and the buttons to connect are greyed out.
     
5. Once your desired video conferencing platforms are connected, you will be brought to the next step.

Step 2 – Set up recording rules or user permissions

As a user:

By default, the Notetaker will auto-record all Zoom and Google Meet calls on your Google calendar. This includes meetings scheduled from Calendly and from your connected Google calendar.

With your Recording rules, you can choose which meetings scheduled from Calendly as well as which meetings scheduled from connected calendars will be auto-recorded.

For each, you can choose from the following options:

• None
• Only meetings with external attendees
• All meetings (hosts can specify event types)

As an admin: 

Owners and admins can set and lock organization-wide Recording rules and decide who in the organization can turn off the Notetaker.

Step 3 – Set the event type location

The Calendly Notetaker attends and records Google Meet and Zoom meetings scheduled with Calendly or on a connected Google calendar. To schedule your Calendly meetings with Zoom or Google Meet, follow these steps:

1. From the Calendly Home page, select the event type you are looking to edit.
2. Select the Location drop down in the event editor.
3. Select Zoom or Google Meet as your event location.
   • For One-on-one and Collective event types, you can let your invitee choose from multiple meeting locations. Select + Add location to offer more than one location option. 
     
4. Select Save changes.

How to 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 Calendly Notetaker section of your Account Settings. 

1. Navigate to your Meetings page.
2. Select an Upcoming Google Meet or Zoom meeting that you want to add the Notetaker to.
   • For more information on how to view externally scheduled meetings in Calendly, see here.
3. Select + Add Notetaker at the top of the meeting details. 
   

What to do next?

• How to remove Calendly Notetaker from meetings
• How to share Calendly Notetaker recaps

Want to learn more? 

See the Meeting Recaps article collection.