How to set Calendly Notetaker recording rules and permissions

Learn how to set recording rules for Calendly Notetaker, from user settings to organization-wide controls for owners and admins.

Before you begin

It’s encouraged you enable the Notetaker for your meetings.

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

• Recording rules can be locked at the organization level by an owner or admin.

Admin settings

Manage access

As an owner or admin, follow these steps to set permissions on who can enable or disable Calendly Notetaker. Users of your organization will still be able to add or remove Calendly Notetaker from individual meetings by visiting the Meetings page. 

1. Navigate to the Admin center, then select AI Notetaker.
2. Under Who can enable or disable AI Notetaker on their account?, choose who can enable or disable the Notetaker. 

   • Owners only

   • Owners and admins only

   • All users in my organization

3. Select Save Changes.

Recording rules

As an owner or admin, follow these steps to choose when Calendly Notetaker auto-records specific meetings for your users. Users will still be able to add or remove Calendly notetaker from individual meetings that are not set to be auto-recorded by visiting the Meetings page. 

1. Navigate to the Admin center, then select AI Notetaker.
2. Select the Recording rules section.
3. Decide if you would like to lock auto-recording rules for your users.
4. Decide which meetings scheduled from Calendly you would like Calendly Notetaker to auto-record for your users. 

   • None

   • Only meetings with external attendees

   • All meetings (hosts can specify event types)

5. Decide which meetings scheduled from connected calendars you would like Calendly Notetaker to auto-record for your users.

   • None

   • Only meetings with external attendees

   • All meetings

6. Select Save Changes.

User settings

Recording rules

As a user, follow these steps to choose when Calendly Notetaker auto-records specific meetings. You can still add or remove Calendly Notetaker from individual meetings that are not set to be auto-recorded by visiting the Meetings page.

Keep in mind that your recording rules may be locked at the organization level by an owner or admin.  

1. Navigate to Account Settings, then select AI Notetaker.
2. Decide which meetings scheduled from Calendly you would like Calendly Notetaker to auto-record. 

   • None

   • Only meetings with external attendees

   • All meetings (hosts can specify event types)

3. Decide which meetings scheduled from connected calendars you would like Calendly Notetaker to auto-record.

   • None

   • Only meetings with external attendees

   • All meetings

4. Select Save Changes.

Want to learn more? 

See the Meeting Recaps article collection.