Learn what happens when you start a meeting with Calendly Notetaker, ensuring a seamless experience every time!
Before you begin
It’s encouraged you enable the Notetaker for your meetings.
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Owners and admins can choose who can enable or disable the Notetaker on their account.
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The Notetaker can record meetings on Zoom and Google Meet, whether they are scheduled from Calendly or your Google calendar.
At your meeting's scheduled start time, Calendly Notetaker will join your meeting. Once the host joins, 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 the Notetaker from an in-progress meeting, see How to add or remove Calendly 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.
At your meeting's scheduled start time, the Notetaker will enter your waiting room and you will see a notification that says "Someone wants to join this call".
Select View to open the Waiting to be admitted section of the People settings. If you select Admit, the Notetaker will join your meeting and begin recording.
To deny Notetaker entry, select the three vertical dots and Deny entry.
Only the meeting host that included the Notetaker can remove it from the meeting.
After admitting the Notetaker, you and your invitee will receive a chat message from the Notetaker informing you that the meeting is being recorded. The chat will be automatically pinned for visibility.
If you are a meeting invitee and would like your meeting host to remove the Notetaker, please let them know.
To remove the Notetaker from an in-progress meeting, see How to add or remove Calendly Notetaker from meetings.
Want to learn more?
See the Meeting Recaps article collection.