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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

  • 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 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. For more information on how to view all your calendar meetings on your meetings page, see How to view Google calendar meetings in Calendly.

  • 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 Calendly Notetaker 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

What happens when the trial ends?
After the trial you will only get 5 free recordings per month, and recaps will only be available for 3 months.
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.

What happens if I deny recording permission to the Notetaker?
If you deny permission, the Notetaker will not record the meeting, and no recap will be generated.
What happens if a meeting is too short or no one speaks?
If there’s insufficient audio (e.g., under 4 minutes), no recap will be generated.
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 Calendly Notetaker data from the Calendly Notetaker 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 AI Notetaker section of your Account settings. 
  2. Check the recording rules to make sure the specific meeting type is covered. Below are the options:
    • Which meetings scheduled from Calendly will be automatically recorded?
      • None: This will disable notetaker.
      • Only meetings with external attendees: This will limit to only meetings scheduled in Calendly that have users with a different email domain.
      • All meetings: Users can select specific event types to record.
    • Which meetings scheduled from connected calendars will be automatically recorded?
      • None: Notetaker will not automatically join meetings on the Connected Calendar.
      • Only meetings with external attendees: This will limit to only meetings scheduled on the connected calendar that have users with a different email domain.
      • All meetings: Notetaker will join all meetings from the connected calendar.
  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 AI Notetaker 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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