Notetaker overview

Note: This feature is currently in development and available to a limited group of small organizations. We’re gradually rolling it out to more users as we continue to improve it.

If Notetaker is available for your organization, yes. Owners and admins can disable Notetaker for the entire organization.

To learn how, follow the steps in How to remove Notetaker from meetings.

No. The meeting host must approve Notetaker in every new Zoom meeting.

You may see a “Remember this choice” option in Zoom. This only works for the meeting you are in. It does not apply to future meetings.

The “Remember” box helps if the host needs to approve more than one Notetaker to record a single meeting. It stops extra pop-ups in that session only.

For each new Zoom meeting, the host must approve the Notetaker again. There is no setting that lets it record all future meetings automatically.

Notetaker includes features designed to help you manage consent and recording transparency:

• Pre-meeting notification emails: Automatically notify attendees before the meeting that Notetaker will record
• In-meeting recording notification: Notetaker posts a message in the chat when recording starts
• Stop recording option: Anyone in the meeting can type /stop to end the recording at any time

These tools give you and your attendees control over the recording process. However, you're responsible for deciding whether Notetaker meets your compliance needs, including GDPR requirements for your specific use case.

In Google Meet and Zoom, some admin settings can block chat messages from non-human participants. When this happens, attendees may not see Calendly Notetaker consent messages or the /stop command response in the meeting chat.

The Notetaker is designed to follow your meeting as it moves between the main room and breakout sessions.

Here’s how it works:

• The Notetaker will automatically join breakout rooms when invited
• It will return to the main room when the host closes the breakout sessions
• While in any room, the Notetaker continues to follow its normal behavior, including leaving if:
• All participants exit the room
• There is extended silence

Tips for a smooth experience

• Have the host close breakout rooms when the session ends
• If needed, the host can move the Notetaker between rooms at any time

This setup helps the Notetaker stay aligned with how your meeting flows, whether you're collaborating in smaller groups or back in the main session.

When you move to a different Calendly organization, your Notetaker settings and meeting recaps do not transfer over.

No. Recaps stay with the original organization and may no longer be accessible after you transfer.

Download any meeting recaps you want to keep and re-enable Notetaker after joining the new organization.