Note
Notetaker is being gradually rolled out to eligible users. Join the waitlist.
Learn what happens when Calendly Notetaker joins your meeting — so everything runs smoothly from start to finish.
Before you begin
- Enable Calendly Notetaker for your meetings.
- Notetaker can record Zoom and Google Meet meetings, regardless of whether you're the host or if the meeting was scheduled through Calendly or your Google Calendar.
What to expect when you're the host
At the scheduled start time:
- Notetaker joins your Zoom meeting.
- If you have a waiting room, be sure to Admit Notetaker.
- A message asks you to Approve or Decline Notetaker.
- If you select Decline, Notetaker leaves and won’t record.
- If you select Approve, Notetaker joins and starts recording.
- You and your attendees will see a message that the meeting is being recorded.
- Select Got it to continue or Leave meeting to exit.
- Notetaker also sends a chat message confirming the meeting is being recorded.
If you are a meeting attendee and would like your meeting host to remove Notetaker, please let them know.
Learn how to remove Notetaker from an in-progress meeting.
Note
On some Zoom plans, you can change what attendees see in Zoom by customizing the consent message.
Note: This must be done in Zoom settings, not Calendly.
You’re responsible for getting consent from attendees to record and transcribe meetings. Learn more in Zoom’s recording consent guide.
At the scheduled start time:
- Notetaker enters the waiting room.
- You’ll see a message: “Someone wants to join this call.”
To let Notetaker record:
- Select View to open the Waiting to be admitted section of the People panel.
- Select Admit. Recording will begin.
To deny recording:
- Select the
three dots beside Notetaker’s name.
- Select Deny entry.
Once admitted:
- Notetaker sends a chat to confirm the meeting is being recorded.
- The message is pinned for visibility.
If you are a meeting attendee and would like your meeting host to remove Notetaker, please let them know.
What to expect when you're an attendee
What to expect as an attendee in someone else's meeting:
- At the scheduled start time, Notetaker will automatically join the meeting.
- If the host has a waiting room, they will need to Admit Notetaker.
- When the host joins they will be prompted to Approve or Decline Notetaker.
- If the host doesn't approve Notetaker, the meeting will not be recorded.
- If the host approves Notetaker, you'll see a message:
“This meeting is being recorded…”- Choose what to do next:
- Click Got it to stay in the meeting.
- Click Leave meeting if you don’t want to join.
- Notetaker also sends a chat message confirming the meeting is being recorded.
- Choose what to do next:
What the host sees when Notetaker joins:
- At the meeting’s start time, Notetaker will join automatically.
- The host will see a message:
“[Notetaker user]’s Calendly Notetaker is requesting to record this meeting.” - The host can choose to:
- Click Approve to allow recording.
- Click Decline to deny recording.
- They can also check “Apply these permissions to all future requests in this meeting” to save their preference.
How can the bot be removed?
What to expect as an attendee in someone else's meeting:
- When the host joins, they will be prompted to admit or deny access to Notetaker.
- If the host admits Notetaker, you'll see a message that the meeting is being recorded.
- The message comes from Notetaker in the chat.
- It will be pinned so everyone can easily see it.
What the host sees when Notetaker joins:
- A message appears: "Someone wants to join this call."
- Notetaker shows up in the Waiting to be admitted section.
- The host can select Admit to let Notetaker in and start recording.
- Or select the three dots next to Notetaker’s name, then Deny entry.
- Once admitted, Notetaker sends a pinned chat confirming the meeting is being recorded.
How can the bot be removed?
Contacts and Notetaker
When Notetaker joins a meeting from your Google Calendar, Calendly automatically creates contacts for all meeting attendees.
Learn more about Contacts in Calendly.