Transcribe online meetings via calendar integration

By connecting with Google Calendar or Outlook Calendar, events containing URLs from Zoom, Google Meet, Microsoft Teams, or Webex (*) will be treated as Online meetings. This allows you to quickly invite the Notta Bot to your meetings without having to paste invitation URLs separately. Additionally, by setting up auto-join for calendar events, you can arrange for the Notta Bot to participate in advance.

*For Webex, only Webex meeting invitation links with passwords are supported.

Prerequisites for using this feature
Plan: Available on all plans
Role: Available to all roles
Platform: Notta Web

Connect calendar integration

Events registered in your linked calendar for the next two weeks (including today's events) are automatically connected to Upcoming events. Today's events are also reflected in Today's events on the Home screen.

Upcoming events

Today's events

Set up auto-join for online meetings

1. Access Upcoming events.
2. By switching the date, you can check events up to two weeks in advance (including today's). By clicking All calendars in the top right, you can view all connected calendars and specify which ones to display.
   

3. Click the gear icon in the top right to go to the detailed settings screen for Notta Bot and the Auto-join feature.
   
    

   ■ Settings for Notta Bot
   

   By clicking the 🖊️ icon to enable editing for your Bot's name (*).
   *Name customization is available for Zoom, Microsoft Teams, and Webex only.

   By turning on Show recording notification poster , all participants will be notified that the meeting is being recorded.

   By turning on Online meeting video recording, the meeting will be recorded as a video.

   By turning off Require Host Approval, you can use Notta Bot to record Zoom meetings (*) without requiring host approval.
   *This does not affect other Online meeting tools.

   By turning on Let others know you're using Notta AI, when the Notta Bot begins recording the meeting, this information will automatically be sent to the meeting chat box.

    

   ■ Settings for Auto-actions
   

   By turning on Automatically record online meetings from calendar events, Notta Bot will automatically join specified events.

   ▶︎ Meeting platforms

   Currently, four online meeting platforms are supported: Zoom, Google Meet, Microsoft Teams, and Webex. You must select at least one, and can select up to four.
   Only events containing meeting URLs generated by the specified platforms will be eligible for auto-join.

   ▶︎ Meeting types

   You can select one of the following meeting types: All events, Internal meetings only, or External meetings only.

   • ⚪︎All events: All events including internal and external meetings.
   • ⚪︎Internal meetings only: If the email domains of the invitees match your own domain, the event is treated as an internal meeting.
   • ⚪︎External meetings only: If the email domains of the invitees do not match your own domain, the event is treated as an external meeting.

   ▶︎ Auto-join Whitelist

   If the meeting title contains specified keywords, it will be eligible for Auto-join.

   ▶︎ Auto-join Blacklist

   If the meeting title contains specified keywords, it will be excluded from Auto-join.

   Notes:
   1. Even after bulk settings are applied, you can individually change the participation settings for each event on the "Upcoming events" screen.
   2. If a meeting starts within 10 minutes, you may not be able to enable auto-join.
   3. By clicking Check bot's scheduled events in the bottom right of the settings screen, you can confirm which events meet your configured criteria.

4. Set your default Transcription Language under Account Preferences → Transcription language.
   
5. To individually change settings for a specific event, toggle the Auto-join switch on or off in the Upcoming events screen. You can also change the transcription language for that specific event.
   
6. Once the meeting begins, Notta Bot will automatically enter the room. Follow the prompts to grant Notta Bot admission and recording permission.
7. Click Check details to go to the detail screen.
   
8. The audio of all participants will be automatically recorded and transcribed in real-time, with speaker names displayed. To stop transcription before the meeting ends, click the ■ (Stop) button in the bottom center of the screen.
   
9. Once recording is finished, you can find the recorded data in Home or All Records.
    

Transcribe an ongoing online meeting

1. Find the meeting you want to transcribe in Today's events or Upcoming events on the Home screen.
2. Set the Transcription Language.
3. Click the Transcribe meeting button to invite Notta Bot to the meeting.
   In Upcoming events, the Transcribe meeting button is always visible, but in Today's events, it only appears when you hover over the event.
   
4. Follow the prompts to grant Notta Bot admission and recording permission.
5. Click Check details to go to the detail screen.
   
6. The audio of all participants will be automatically recorded and transcribed in real-time, with speaker names displayed. To stop transcription before the meeting ends, click the ■ (Stop) button in the bottom center of the screen.
   
7. Once recording is finished, you can find the recorded data in Home or All Records.