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Record a meeting

A bot joins your video calls and records them, then the CRM transcribes and summarizes them and links them to your contacts. It works with Google Meet, Microsoft Teams, Zoom, Webex and GoTo Meeting (https links).

All plans, within the plan's recording quota Settings › Calendar and meetings › Meetings Each member for their preferences; administrators for the team's rules Try it in the demo
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  1. 1Which meetings to record
  2. 2Words that exclude a meeting
  3. 3The bot’s name, image and announcement
Hover a number to find the area. Click the screenshot to enlarge it.
Settings › Calendar and meetings › Meetings: the automatic recording rule, the words that exclude a meeting, then the bot's settings.

The team’s rules

Section titled “The team’s rules”

The Automatic recording block sets which calendar meetings the bot joins on its own:

  • All meetings with a video link, internal ones included.
  • Only with external participants: at least one guest outside the team’s domains. This is the default.
  • On request only: the bot only comes when someone invites it.

Never record if the title contains excludes meetings whose title contains one of these words (“1:1”, “HR”, “personal”…), ignoring capitals and accents. These words only stop automatic recording: a meeting’s own switch can still have it recorded.

The The bot block sets what participants see: the display name, the image shown instead of its camera (16:9), when it joins (on time, 1 or 2 minutes before the start) and the announcement message it posts in the call’s chat when it arrives.

Turn on recording for your meetings

Section titled “Turn on recording for your meetings”

Automatic recording is off by default for each member. The team’s rules only apply to your meetings once you have turned it on.

  1. In My meetings, turn on Record my meetings automatically.
  2. Read the commitment that appears and tick the box: you inform participants before each recording and get their consent where the law requires it.
  3. Click Enable recording. Your commitment is written to the organization’s audit log.
The My meetings block: the Record my meetings automatically switch, the commitment checkbox, the Enable recording button, then Share my meetings with the team.

Share my meetings with the team makes the summary and transcript of your next recordings visible to members who can access the linked records. You can also share a single meeting from its page.

Invite the bot to a call

Section titled “Invite the bot to a call”

For a meeting outside your calendar, or when automatic recording is off:

  1. Click Record a meeting, on the Meetings page or at the bottom of the Today page.
  2. Paste the call’s link. The detected platform shows under the field.
  3. Choose Now, or Schedule with the date and time the bot should join.
  4. Optional: Attach to a record (contact, company, opportunity…). Without an attachment, the CRM links the meeting to the contacts it recognizes among the participants and offers to create the others.
  5. Leave Announce the recording in the meeting chat ticked, or untick it so the bot joins without writing anything.
  6. Click Send the bot.
The Record a meeting window with a detected Google Meet link, the Now and Schedule choices, Attach to, the chat announcement and the Send the bot button.

If the host screens entries, admit the bot when it shows up in the waiting room. Only one bot comes per meeting: if a colleague already invited it to the same link, no second bot is sent.

Force or skip the bot for one meeting

Section titled “Force or skip the bot for one meeting”

On the Today page, each upcoming meeting shows what is planned (“Bot scheduled · joins at 09:59 AM”, “No recording · internal meeting”) with a switch.

Today's meetings: two meetings with Bot scheduled and the switch on, an internal meeting with no recording and the switch off.
  • Turn the switch on to record a meeting the rules left out, or off to skip one.
  • Follow the rules appears after a change: it hands the decision back to the team’s rules and your preferences.
  • During the call, Remove the bot makes it leave the meeting.

How long recordings are kept

Section titled “How long recordings are kept”

The After the meeting block sets how many days the video is kept. After that, it is deleted the following night; the transcript, summary and chapters remain.

The After the meeting block with the Keep videos for field, in days.

Your plan also sets a maximum retention for recordings. Beyond it, the video and the transcript are deleted; the summary, chapters and tasks remain.

The recording quota

Section titled “The recording quota”

Recorded time is counted each month for the whole workspace, according to your plan. When the quota is used up, the bot is no longer sent and an alert shows on the Today page, unless the owner turned on overage (paid plans) in Settings › Subscription.