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AI Notetaker — Auto-record Teams / Meet / Zoom Calls

CRMown AI can join your Teams, Google Meet, Zoom, Webex, or CRMown video calls 2 minutes before they start, record audio, and produce a transcript + AI summary you can read at /dashboard/meetings. Operations suite required. Per docs/meetings-hub-delta.md (2026-05-13).

Open in CRMown →

Steps

  1. Settings → Communications → Meeting Notetaker. Toggle "Auto-record my video meetings" on.
  2. For every future calendar event you own with a video link (Teams/Meet/Zoom/CRMown/Webex), the bot will be dispatched 2 min before start.
  3. To override on a specific event: open the event in /dashboard/calendar, click "Schedule notetaker for start" (or "Record this meeting ✦ AI" if you're within 30 min of start). To skip a specific event when auto-record is on, set its recording plan to "off".
  4. After the call, find the AI summary, transcript, action items, and follow-up email draft at /dashboard/meetings → click the meeting row.

Good to know

  • Provider detection is automatic — the calendar event's description or location is parsed for Teams / Meet / Zoom / Webex / CRMown URLs and the bot is routed to the matching platform. No manual provider hint needed.
  • OWNER/ADMIN can set an org-wide default in Settings → Communications → Meeting Notetaker. Per-user preference wins over the org default.
  • Recordings, transcripts, and segments land in your BYOS storage under Calendar/Meetings/<YYYY-MM-DD>/<HH-MM>-<title>-<id>/. The per-meeting folder is scoped to you (Just you tab in /dashboard/folders).
  • The Meetings sub-nav lives under Calendar in the sidebar. Direct URL: /dashboard/meetings.
  • Per-event override on the calendar event modal is available from -24h up to +30 min after start.
  • The bot is dispatched at T-2min so Recall has time to provision and join before the call starts. Don't expect it on a meeting starting in 30 seconds — for those, click "Record this meeting ✦ AI" for an immediate dispatch.
Example: A solo founder enables Auto-record in Settings. Tuesday her Outlook-synced Teams meeting "Demo with Acme" starts at 11:00 AM. At 11:00 AM the bot joins the Teams call; she gets a transcript + summary + action items at /dashboard/meetings by 11:35 AM. The audio file lands in her Google Drive under CRMown/Calendar/Meetings/2026-05-12/11-00-Demo with Acme-mt7xyz/audio.webm.

Troubleshooting

I had a meeting yesterday and no AI summary or notes exist
Either (a) auto-record was off when the event happened, (b) the event was created/joined without going through CRMown's calendar sync (e.g., an impromptu Teams meeting that never had a CalendarEvent row), or (c) Operations suite is not active on the org.
Fix: Confirm Operations is active (Settings → Billing). Confirm Settings → Communications → Meeting Notetaker has "Auto-record my video meetings" on. For meetings that already happened: the bot has to be in the call live — there's no retroactive transcript pull. Going forward, the auto-record toggle covers every video meeting on your synced calendar.
The "Schedule notetaker for start" button isn't showing on a calendar event
The event is more than 24 hours in the future, more than 30 min in the past, has no video link, or already has the notetaker scheduled (recordingPlan="on").
Fix: Check the event has a Teams/Meet/Zoom/Webex/CRMown URL in either location or description. If it does and the timing is within -24h to +30 min, the button shows. If recordingPlan is already on, the modal shows a "CRMown AI notetaker will join 2 min before start" banner instead.
Bot dispatched but never joined the call
The meeting URL may have been invalid (typo, expired, host-locked), the call was canceled, or Recall.ai had a transient error in your region.
Fix: Open the meeting at /dashboard/meetings/<id> and check the bot state. If "failed", click Cancel and re-dispatch manually from the event. Check Settings → Communications → Meeting Notetaker → org region (us-west-2 default) matches where your calls run.

Plans

Operations suite required (no metering — included in the suite). Recordings stored on your BYOS (Google Drive, OneDrive, S3, etc.) — no managed-storage quota consumed.

Related

  • Meeting Intelligence — the AI extraction pipeline that runs on the bot's transcript
  • Storage (BYOS) — where recordings + transcripts are filed
  • Calendar — where the per-event recording-plan override lives
  • Folders → Meetings — the in-app browser for past meeting folders

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