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Record a scheduled meeting (yes — start AND record together)

Common question: "when a meeting is scheduled, can we start the meeting AND record it?" Yes. Recording and joining are two independent actions on the same event, not an either/or. CRMown's AI Notetaker (a Recall bot) joins your Teams/Meet/Zoom/Webex/CRMown call and records + transcribes + AI-summarizes it, while you join the call normally and run it. There is no single "Start + Record" button — you arm the notetaker AND click the meeting link — but the result is a fully recorded, transcribed meeting you ran live. Operations suite required.

Open in CRMown →

Steps

  1. Open the event in /dashboard/calendar and click it to open the popup.
  2. Arm recording: click "Schedule notetaker for start" (shown for upcoming meetings) — the bot auto-joins ~2 minutes before start. If you are already within ±30 minutes of the start time, the button reads "Record now" and dispatches the bot immediately.
  3. Start / join the meeting yourself: click "Join with Google Meet" (or the Teams/Zoom link) in the same popup. You attend and run the call as usual.
  4. When the notetaker joins, it appears as a guest participant — someone in the call may need to ADMIT it from the meeting lobby (depending on your Meet/Teams/Zoom admit settings).
  5. After the meeting, open /dashboard/meetings (or the "View transcript & AI summary →" link that appears on the calendar event popup) for the recording, transcript, action items, and follow-up draft.

Good to know

  • You do NOT have to choose between starting and recording — do both. Arming the notetaker does not join the call for you, and joining the call does not record; together they give you a recorded live meeting.
  • To record EVERY meeting automatically without arming each one, turn on Settings → Communications → Meeting Notetaker → "Auto-record my video meetings". Then you only need to join the call — the bot is dispatched for you.
  • Arm ahead of time on any upcoming meeting (even days out) — the bot still joins at T-2min. "Record now" only appears inside the ±30-minute live window for an immediate dispatch.
  • The bot has to be in the call live to capture it — there is no retroactive transcript pull for a meeting that already happened without the notetaker.
Example: Before a 10:00 AM "CRMown Onboarding" Google Meet, the organizer opens the event, clicks "Schedule notetaker for start", then at 10:00 clicks "Join with Google Meet" and admits the CRMown notetaker from the lobby. The team runs the onboarding live; by ~10:40 the transcript, AI summary, and action items are waiting at /dashboard/meetings.

Troubleshooting

I want to record but there is only a "Join with Google Meet" link, no record option
The recording control is the separate "Schedule notetaker for start" / "Record now" button (lower in the event popup), or Operations is not active.
Fix: Scroll the event popup to the notetaker button. If it is missing entirely, confirm Operations is active (Settings → Billing) and the event has a Teams/Meet/Zoom/Webex/CRMown video link.
The notetaker joined but nothing is being recorded
The bot is likely still in the meeting lobby waiting to be admitted.
Fix: Admit the CRMown notetaker participant from the Meet/Teams/Zoom lobby. Recording starts once it is in the call.

Plans

Operations suite required. Recordings + transcripts land in your BYOS storage.

Related

  • AI Notetaker — Auto-record Teams / Meet / Zoom Calls (turn on to record every meeting automatically)
  • Meeting Intelligence — the AI extraction pipeline on the transcript
  • Calendar — where the per-event record buttons live

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