You can invite the Notetaker to a meeting in several ways.
From the Upcoming Tab
If you've connected your Google or Outlook calendar, your upcoming meetings appear in the Upcoming tab.
Go to Project Management > Meetings and open the Upcoming tab.
Find the meeting in the list and flip the Notetaker toggle to on.
Optionally, link the meeting to a project or deal from the same row.
The bot will join automatically at the scheduled start time, 5 minutes early.
The Notetaker toggle is off by default unless you've turned on Join all meetings. 👉 See Using Join All Meetings (below).
Using Join All Meetings (Beta)
Instead of turning on the Notetaker for each meeting individually, toggle on Join all meetings to have it join your meetings automatically.
Go to Project Management > Meetings.
Click the gear icon in the top-right corner.
Turn on Join all meetings.
This is a per-user setting: turning it on only affects your own meetings. Once on, Notetaker joins every online meeting on your connected Google or Outlook calendar for the next 30 days. Your calendar is checked every 15 minutes.
Notetaker skips:
Meetings without a video call link
All-day events
Meetings you've declined
If more than one person in your organization has Join all meetings on for the same meeting, only one Notetaker bot joins the call.
📌 If you've turned off the Notetaker for a specific meeting, turning the toggle on won't turn it back on for that meeting. Your manual choice takes priority.
📌 Turning off the toggle doesn't apply retroactively. Meetings already scheduled within the 30-day window keep the Notetaker on. Turn them off individually from the Upcoming tab if you don't want them recorded.
Because Join all meetings records every matching meeting automatically, it can use up your monthly recording hours faster than turning the Notetaker on manually.
👉 Track your usage in Settings > Usage > Notetaker.
Supported Calendar and Platform Combinations
Productive detects meeting URLs from your calendar events automatically: from both the dedicated conference call field and the event description.
Here's what's supported:
Google Calendar + Google Meet: the link is added automatically when you create a Meet event
Google Calendar + Microsoft Teams: the Teams link is detected automatically from the event description
Google Calendar + Zoom: supported; paste the Zoom link into the event description and Productive detects it automatically
Outlook Calendar + Microsoft Teams: supported; Teams has a dedicated field in Outlook
Outlook Calendar + Zoom or Google Meet: supported; paste the link into the event description and Productive detects it automatically
📌 If your calendar event has multiple meeting links, Productive uses the first one it finds. Make sure the link you want recorded appears first (at the top) in the event description.
By Adding a Meeting URL Manually
Use this option for ad-hoc meetings or to send the Notetaker to a call without a calendar connection.
You can quickly send the Notetaker to a call in two ways.
1) From Project Management > Meetings, click Record active call.
2) From anywhere in the app, click + and select Invite notetaker.
Paste the meeting URL. Supported platforms: Zoom, Google Meet, and Microsoft Teams. Click Add Notetaker to add the meeting.
The Notetaker joins the call immediately. Once the recording is done, the meeting appears in your Recorded tab.
📌 You cannot have multiple active recordings for the same meeting URL at the same time.
If someone else from your organization has already sent the Notetaker to the same call, you'll see an error when trying to do the same. Ask them to share the recording with you once the call ends.
Canceling Before the Meeting Starts
While a meeting is still pending, you can turn the Notetaker toggle off: the bot will be removed and won't join the call.
Once the meeting is in progress, the toggle is locked and the recording cannot be stopped.
What to Expect During and After the Meeting
The Productive Notetaker bot joins as a participant. Other participants can see it in the meeting. When it joins, it sends the following message: "Hi, I am Productive Notetaker. This meeting is being transcribed."
Once the call ends, Productive processes the recording and generates the transcript and notes. This takes a few minutes. The meeting appears in the Recorded tab once everything is ready.
📌 If the bot fails to join, the meeting won't appear in your Recorded tab. Check that the meeting URL was correct and try again.
Linking a Meeting to a Project or Deal
You can link a meeting to a project or a deal when adding it, or from inside the recording.
Linked meetings appear in the Meetings tab in a project or a deal.
📌 If you don't link a meeting to a project or a deal, it's still saved and accessible in the Project Management > Meetings.
To unlink, click the X button next to the linked project or deal.
Notetaker Settings
Go to Settings > Notetaker to customize:
Display name: how the bot appears to other meeting participants
Join message: the message the bot sends when it joins the call
👉 Once the recording is complete: Viewing Meeting Recordings, Transcripts, and Notes
