Notetaker FAQs
15 questions
Currently, Notetaker is only available in English.
You can create unlimited recaps each month on Standard Plus and Teams Plus plans.
If Notetaker is no longer available even though you expected access, your organization owner or admin may have disabled it for the organization. Contact them for more information.
Notetaker records for a maximum of 2 hours per meeting. After 2 hours, Notetaker will drop from the call and provide a recap for the first 2 hours.
When Notetaker first requests permission to record, select the Apply these permissions to all future requests in this meeting option. This approves that Notetaker and prevents additional pop-ups in the same meeting.
This setting lets you approve multiple Notetakers in a single session without repeated approval prompts, while maintaining control over each new meeting's permissions.
Only the Meeting Host or an assigned Alternative Host can approve. The bot joins and waits up to 15 minutes for approval. It does not record while waiting.
If no one approves in 15 minutes, the bot leaves. No recap is created, and the Calendar page shows The host did not allow Notetaker to record this meeting. when hovering over No recap available.
If an assigned Alternative Host joins, they can approve and recording starts as normal.
No. Notetaker creates recaps within your Calendly account and you control who has access to them.
In Google Meet and Zoom, some admin settings can block chat messages from non-human participants. When this happens, attendees may not see 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 first enable Notetaker, it's automatically added to all future meetings. To prevent this, go to Settings → Notetaker and turn off the setting that adds Notetaker to all upcoming meetings.
To remove Notetaker from a single meeting, open your Calendar page and toggle Notetaker off for that event, or type /stop in the meeting chat.
Yes. Owners and admins can disable Notetaker for the entire organization.
To learn how, follow the steps in How to remove Notetaker from meetings.
When you move to a different Calendly organization, your Notetaker settings and meeting recaps do not transfer over.
Recaps stay with the original organization and are no longer accessible after you transfer. Download any meeting recaps you want to keep and re-enable Notetaker after joining the new organization.
Calendly stores user and invitee data in secure U.S. data centers run by Google and Amazon Web Services (AWS).
Recaps will stay available for as long as your account exists. They won’t be affected by your subscription status or account activity.
Calendly does not currently comply with HIPAA, GLBA, or similar health and financial regulations.
Children under the age of 18 should only use Notetaker as a meeting participant, not a customer, and only under the supervision of their parent/guardian or school/educator. For more information, please review Calendly’s FERPA and COPPA Privacy Notice.
Calendly’s products, including Notetaker, have been designed to be compliant with GDPR. As stated in Calendly’s Data Processing Addendum, Calendly only processes Customer Personal Data, including Notetaker recordings, on behalf of and in accordance with the customer’s instructions.
Notetaker includes built-in features to help everyone understand when a meeting is being recorded, both before and during the meeting, and stop the recording if needed. However, customers are ultimately responsible for obtaining consent to record. To learn more about our built-in features, please see Notetaker overview.