Calendly Notetaker overview

When enabled, Calendly Notetaker automatically joins Zoom and Google Meet calls to capture detailed notes, summarize key points, and identify actionable takeaways. It ensures you stay focused on the conversation while keeping critical details organized and accessible.

For example, you can:

  • Automatically capture and summarize meeting notes, freeing you from manual note-taking.
  • Easily share notes and action items to keep your team on the same page.
  • Streamline follow-ups with clear summaries and next steps.

Before you begin

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

It’s also encouraged you:

Features

Zoom and Google Meet calls scheduled via Calendly or your connected Google calendar can be set to appear on your Meetings page. Learn how to view all your calendar meetings on your meetings page.

  • To add the Notetaker to a meeting on your Meetings page, see here.
  • To remove the Notetaker from a meeting on your Meetings page, see here.
New Meetings page
We've updated the look and feel of the Meetings page to help you better navigate past and upcoming meetings and to simplify the Meeting Recaps experience.

Clicking on a scheduled meeting opens the details on the right side of your screen and shows editing options.
  1. Using the Cancel or Reschedule buttons will trigger a notification to your invitees informing them of the changes you’ve made.
  2. The answers to your invitee questions live under Questions.
  3. Take internal meeting notes (not visible to the invitee) under Notes.
  4. See when meetings were booked, when workflows have been triggered, and when meetings have been rescheduled by the invitee from the Timeline section. 
  5. View and manage contact information by clicking the invitee name.
  6. Edit the corresponding event type that will impact future bookings by clicking the event type title.

new meetings page.png

Setting up Calendly Notetaker

Ready to set up Calendly Notetaker? These Help Center articles walk you through the steps.

FAQs

Does Calendly Notetaker work with non-Calendly meetings?

Yes! You can attach the Notetaker to any Zoom or Google Meet call scheduled through your connected calendar from your Meetings page.

How do I delete my data from the Calendly Notetaker?
You can delete an individual recap from its recap page or from the Meetings page. You can remove all Meeting Recap data from the Meeting Recaps section of your Account settings or Admin center. For more information, see here. 

Troubleshooting

What if Calendly Notetaker isn't joining my meetings?
  1. Ensure the Notetaker has been enabled from the Meeting Recaps section of your Account settings. 
  2. Check your recording rules to make sure the specific meeting type is covered.
  3. Ensure the meeting location is set to Zoom or Google Meet. 
  4. If none of the above work, disconnect the Zoom or Google Meet integration from the Integrations page, and then go through the Notetaker setup agin in the Meeting Recaps section of your Account Settings.
What if Calendly Notetaker joins my meetings but doesn't record? 

Because the Notetaker is required to gain permission to record meetings it's possible for it to join and not produce a recap after the meeting. In these instances you will see a NO RECAP AVAILABLE error on the meeting page.

This can happen for a number of reasons but usually indicates a need to troubleshoot within Zoom.

Troubleshooting steps

  1. Ensure you're logged into Zoom as the host when joining the meeting.
    • You can check what Zoom account you're logged into by clicking your profile at the top right within Zoom in your browser. 
    • If you use the Zoom desktop app, make sure you're signed into the same account in your browser and the desktop app. 
  2. In your Zoom account settings, ensure recording is allowed.
    • After logging into Zoom, select Settings in the left hand navigation, then select Recording.
    • Record to computer files must be enabled as well as the ability for External meeting participants to request permission.
      Recording settings in Zoom.png
  3. If prompted at the beginning of a meeting, you must allow the Notetaker to record.

See the Meeting Recaps article collection.

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