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.

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.

1. Go to Settings → Subscription.
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.

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.

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."

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).

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

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.

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

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

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.

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

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

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.

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

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.

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.

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.

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:

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.

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.

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

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.

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.

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

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.

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.

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

• 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).

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

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.

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

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

Sets the language used for transcription.

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

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

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.

• 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.

The transcript is generated only after processing finishes. If the meeting still shows Processing, wait for it to complete.

Yes — once a meeting is processed, you can download the recording.

Yes. Use the search bar in the Meetings tab to find meetings by title.

Google Meet, Zoom, and Microsoft Teams.

Yes. Processed meetings stay in the Meetings tab unless removed under your retention setting.

Yes, from the Settings page. The new name shows when it joins future meetings.

Yes — upload a PNG, JPG, or SVG (a 16:9 image works best).

Updated on: 24/08/2026