> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.cal.id/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# AI Notetaker

AI Notetaker automatically joins your meetings, records the conversation, generates a transcript, and creates an AI-powered summary — so you can focus on the discussion instead of taking notes. Whether it's customer calls, internal meetings, interviews, or sales demos, it captures the important information and organizes it into readable notes.

After each meeting, AI Notetaker processes the recording and gives you:

* Complete meeting recording
* Speaker-separated transcript
* AI-generated summary
* Key discussion points
* Decisions made
* Action items
* Meeting chapters
* Follow-up tasks

Everything is stored on the **AI Notetaker** page, so you can review past meetings whenever you need them.

| Requirements

|| Supported plans

AI Notetaker is a paid **add-on subscription**. Your account must have an active AI Notetaker add-on to use it — being on a Business or Enterprise plan does not include it automatically.

Without the add-on, you can't automatically join meetings, send the notetaker to a meeting, record, generate transcripts, create AI summaries, or view recordings.

> **Note:** AI Notetaker requires a separate add-on subscription. It is not included by default with any plan.

|| Check your AI Notetaker license

1. Go to **Settings →** [**Subscription**](https://cal.id/settings/billing).
2. Scroll to the **Add-ons** section.
3. Locate **AI Notetaker**.
4. Confirm whether the add-on is active and how many licenses are assigned to your subscription.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_9zu0y0.png =1158x615)

If no AI Notetaker add-on is listed, or there are no available licenses, purchase the add-on or assign an available license before using the feature.

|| Supported meeting platforms

AI Notetaker supports meeting links from:

* Google Meet
* Zoom
* Microsoft Teams

Other platforms are not supported. An unsupported link shows the error "Unsupported meeting link."

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1m4nr70.png =1155x615)

| What AI Notetaker can do

AI Notetaker automates meeting documentation end to end. It can:

* Join supported online meetings and wait in the lobby until admitted.
* Record the meeting and generate a speaker-labeled transcript.
* Create an AI summary, key points, decisions, action items, and chapters.
* Play back and download the recording.
* Email summaries to the organizer (and attendees, when enabled).

| How AI Notetaker works

```
Meeting created
        ↓
AI Notetaker joins
        ↓
Waits in lobby (if required)
        ↓
Host admits the bot
        ↓
Recording starts
        ↓
Meeting ends
        ↓
Recording processed
        ↓
Transcript generated
        ↓
AI summary created
        ↓
Meeting available in AI Notetaker
```

| Open AI Notetaker

1. Sign in to your Cal ID account.
2. Click **AI Notetaker** in the left navigation menu.

The dashboard opens with three sections: **Meetings**, **Send Bot to Meeting**, and **Settings**.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_t9l0nf.png =1357x615)

|| Dashboard tabs

| Tab | Purpose |
| --- | --- |
| Meetings | View past recordings, transcripts, and AI summaries. |
| Send Bot to Meeting | Invite AI Notetaker to any meeting. |
| Settings | Configure how AI Notetaker behaves. |

| Meetings tab

The Meetings tab stores every meeting AI Notetaker records. From here you can view all meetings, search them, and open summaries, transcripts, and recordings.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_u9wb7d.png =1149x615)

|| Meetings list

The left side shows a list of meetings. Each card shows the title, date, time, platform, and current processing status.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1m36b64.png =1164x615)

|| Search meetings

Use the search bar to find a meeting by title or keyword. The list filters as you type. Searching never modifies or deletes a meeting.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_jynbk6.png =1164x615)

|| Open a meeting

Open AI Notetaker, select **Meetings**, and click a meeting. Depending on its status, you'll see either a processing screen or the completed meeting.

| Meeting statuses

Each meeting shows a status so you can tell whether AI Notetaker joined, processed the recording, or hit a problem.

||| Processing

The meeting has ended and Cal ID is processing the recording. The transcript and AI summary aren't available yet. You'll see:

> This meeting is still processing. The transcript and summary appear here automatically when it finishes.

Processing starts automatically after the meeting ends — no action needed. When it finishes, the status changes to **Summarized**.

||| Summarized

The meeting was recorded and processed successfully. The AI summary, recording, chapters, key points, decisions, action items, download, and transcript all become available.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_u28zvi.png =1164x615)

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1792cnl.png =1149x615)

||| Access denied

AI Notetaker tried to join but was never admitted from the waiting room, so nothing was recorded. You'll see:

> The notetaker waited in this meeting's waiting room but was never let in, so nothing was recorded. Only the host or another participant can admit it — ask them to let it in, or turn the waiting room off for this meeting.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1asss9o.png =1304x615)

This happens when the meeting uses a waiting room and no one admits the bot before the meeting ends. No recording, transcript, or summary is created. To avoid it, admit the notetaker when it appears, and tell the host in advance that it will join.

||| Failed

The meeting ended without the notetaker capturing any usable content, so no transcript or summary could be generated. You'll see:

> This meeting ended without the notetaker capturing anything, so there's no transcript or summary.

This can happen if the bot captured no audio, the meeting ended before recording began, or the bot disconnected before any content was recorded.

||| Status lifecycle

| Status | Description |
| --- | --- |
| **Processing** | The meeting has ended and Cal ID is processing the recording. |
| **Summarized** | The meeting was recorded successfully; summary, transcript, and recording are available. |
| **Access Denied** | The notetaker was not admitted, so nothing was recorded. |
| **Failed** | The meeting ended without any usable content, so no transcript or summary was generated. |

| Meeting details

Opening a completed meeting shows its title, status, date, time, platform, and duration — helping you identify the session before reviewing it. Completed meetings include a **Download** button for the recording (available only after processing finishes), plus two tabs:

| Tab | Description |
| --- | --- |
| AI Summary | The AI-generated summary of the meeting. |
| Transcript | The complete speaker-separated transcript. |

| Send Bot to Meeting

**Send Bot to Meeting** lets you invite AI Notetaker to an existing meeting without booking it through Cal ID — useful for meetings scheduled elsewhere, created by someone else, or that you weren't the organizer for. You provide the meeting link and the notetaker attempts to join.

|| How to send the notetaker

1. Open **AI Notetaker** from the left navigation menu.
2. Click the **Send Bot to Meeting** tab.
3. Paste the meeting link (Google Meet, Zoom, or Microsoft Teams) into the field.
4. Click **Send Notetaker**.

The notetaker then prepares to join at the meeting time. An unsupported link can't be joined.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/calidnotetakertabsend_1x3fdks.png)

|| What happens after sending

```
Meeting link submitted
        ↓
Link validated
        ↓
Waits until meeting time
        ↓
Attempts to join, waits in lobby
        ↓
Host admits the bot
        ↓
Recording begins
        ↓
Meeting ends → processed
        ↓
Transcript & AI summary generated
```

|| Waiting in the lobby

The notetaker joins and waits in the lobby; recording does not begin until the host admits it. It cannot bypass the lobby or enter without approval. If the host never admits it, no recording, transcript, or summary is created, and the meeting can stay in **Processing** with no notes.

|| If the notetaker is removed during the meeting

Only the host can remove the notetaker. If that happens, recording stops immediately, but any conversation recorded before removal is preserved, and a transcript and summary are generated for that portion.

| Settings

The **Settings** page controls how the notetaker behaves before, during, and after meetings.

||| Recording hours this month

Shows the total meeting time recorded this month — for example, **2.5 hrs** for two and a half hours, or **0.0 hrs** if nothing has been recorded. It updates automatically as meetings are recorded.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_pke6dg.png =1349x615)

||| Automatically join my booked meetings

When on, the notetaker joins eligible meetings automatically. When off, you invite it manually with **Send Bot to Meeting** each time. Turn it on if you usually want summaries; turn it off to pick meetings individually.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_14b90wv.png =1165x615)

> The **Which Meetings** field only appears when **Automatically join my booked meetings** is on.

||| Which meetings

* **All my booked meetings** — the notetaker joins every booked meeting on your calendar.
* **Only bookings made through Cal ID** — it joins only meetings scheduled through Cal ID (recommended if you only want notes for Cal ID bookings).

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_zt11i9.png =1165x615)

||| Announce the notetaker

Controls whether participants see an announcement when the notetaker joins. Meeting platforms may still show their own join notifications.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_z3suhp.png =1169x615)

||| Announcement message

Customize the message shown when the notetaker joins — for example, to note that the meeting is being recorded. There's no character limit.

> Hi everyone, I'm the Cal ID AI Notetaker. I'll record this meeting and generate a transcript and summary for the organizer.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_19grg2h.png =1169x615)

||| Bot name

Customize the display name participants see when the notetaker joins (for example, "Meeting Assistant"). Changing the name doesn't affect functionality.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_120md6f.png =1169x615)

||| Bot profile picture

Upload a custom picture (PNG, JPG, or SVG) — your company logo makes the notetaker recognizable. Use a 16:9 image for best results.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_21xy3u.png =1156x615)

||| Meeting language

Sets the language used for transcription.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_hf3afu.png =1156x615)

||| Email me the summary

When on, the AI summary is emailed to the organizer after processing — so they get a copy without visiting the AI Notetaker page.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_cbh7pt.png =1156x615)

||| Email attendees the summary

When on, the summary is also emailed to the meeting's attendees. Only attendees of the recorded meeting receive it.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_ad6vwf.png =1152x615)

||| Delete recordings after

Controls how long recordings are kept before automatic deletion: **Keep forever**, **30 days**, **90 days**, **6 months**, or **1 year**. Choose a period that fits your storage and compliance needs.

> **Important:** Once a recording is deleted under the retention period, it may no longer be available for playback or download.

||| Recommended settings

| Setting | Recommendation |
| --- | --- |
| Automatically join meetings | On |
| Which meetings | Only bookings made through Cal ID (or All my booked meetings for broader coverage) |
| Announce the notetaker | On |
| Meeting language | Match the primary spoken language |
| Email me the summary | On |
| Email attendees the summary | Optional, based on your team's preference |
| Delete recordings after | A retention period that meets your needs |

| Best practices

* Admit the notetaker as soon as it joins.
* Let the meeting finish before expecting a transcript, and wait for processing to complete.
* Use descriptive meeting titles so they're easy to search later.

| Common questions

||| Why can't I see my transcript?
The transcript is generated only after processing finishes. If the meeting still shows **Processing**, wait for it to complete.

||| Can I download my meeting?
Yes — once a meeting is processed, you can download the recording.

||| Can I search for previous meetings?
Yes. Use the search bar in the Meetings tab to find meetings by title.

||| Which meeting platforms are supported?
Google Meet, Zoom, and Microsoft Teams.

||| Can I access old meetings later?
Yes. Processed meetings stay in the Meetings tab unless removed under your retention setting.

||| Can I change the notetaker's name?
Yes, from the **Settings** page. The new name shows when it joins future meetings.

||| Can I upload my company logo as the bot's picture?
Yes — upload a PNG, JPG, or SVG (a 16:9 image works best).