What to expect when Notetaker joins your meetings

Updated Oct 26, 20269 min read
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Learn what happens when Notetaker joins your meetings. Everything's designed to run smoothly from start to finish.

If you're the host: Notetaker joins at the scheduled time with a Calendly branded image. You'll see an "Awaiting host approval" state until you approve it. Once approved, the image updates to "Taking notes" to confirm recording has started. Notetaker appears as a meeting participant.

If you're not the host: Notetaker still joins on your behalf. But the host must approve the recording first. You'll see "Awaiting host approval" while they decide. Once approved, you'll see "Taking notes" and a message that the meeting is being recorded. Notetaker appears as a meeting participant.

Requirements to use Notetaker

What to expect when you're the host

Not sure which Zoom option you have? During a meeting, open the participant list. If Notetaker appears there, select Notetaker participant. If it doesn't, select No Notetaker participant.

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.
    • Notetaker will wait up to 15 minutes for the host to join before leaving.
    • Once the host has joined the call, Notetaker will wait about 90 seconds for them to approve the recording prompt before leaving.
  • 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.

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 admit multiple Notetakers at once in a single meeting.

How can the bot be removed?

Learn how to remove Notetaker from a meeting.

Contacts and Notetaker

When Notetaker joins a meeting from your connected Google or Outlook Calendar, Calendly automatically creates contacts for all meeting attendees.

Learn more about Contacts in Calendly.

Frequently asked questions

When Notetaker first asks for permission, select Apply these permissions to all future requests in this meeting. This approves that Notetaker and prevents extra pop-ups in the same meeting.

This setting lets you approve multiple Notetakers in one session without repeated approval prompts. You keep control over each new meeting's permissions.

No. Notetaker creates recaps in your Calendly account. You decide who can see them.

Learn more about sharing your recaps.

In Google Meet and Zoom, some admin settings can block chat messages from non-human participants. When this happens, attendees may not see Calendly Notetaker consent messages or the /stop command response in the meeting chat.

Yes, for Zoom meetings without a visible participant. The Calendly Notetaker app for Zoom lets Notetaker record without joining the meeting as a participant. Learn how to set this up.

For Zoom meetings without a visible participant, Notetaker records when the Notetaker user joins the meeting. Notetaker doesn't record a meeting the Notetaker user doesn't join.

Notetaker is designed to follow your meeting as it moves between the main room and breakout sessions.

Here's how it works:

  • Notetaker automatically joins breakout rooms when invited.
  • Notetaker returns to the main room when the host closes the breakout sessions.
  • While in any room, Notetaker continues its normal behavior. It leaves if:
    • All participants exit the room
    • There is extended silence

Tips for a smooth experience:

  • Have the host close breakout rooms when the session ends.
  • If needed, the host can move Notetaker between rooms at any time.

This setup helps Notetaker stay aligned with how your meeting flows. Whether you're collaborating in smaller groups or back in the main session, Notetaker keeps up.

Notetaker and Zoom AI Companion are separate meeting-assistant tools. If both are enabled, they may display separate notices or recording requests. They may also create separate recordings, transcripts, or summaries.

If you plan to use both tools, test them with your organization's Zoom settings first. This ensures they work well together. Follow the notification, consent, access, sharing, retention, and deletion requirements for each tool. If you want one meeting record, use only one meeting assistant.

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Notetaker overview

How to add Notetaker to your meetings

Getting Started with AI Meeting Management

How to set up Notetaker

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