You can invite the Notetaker to a meeting in two 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. You need to turn it on manually for each meeting you want to record.
By Adding a Meeting URL Manually
Use this option for ad-hoc meetings or when your calendar isn't connected.
Click Add to call from Project Management > Meetings, or click + (Quick Add) anywhere in the app and select Invite notetaker.
Paste the meeting URL. Supported platforms: Zoom, Google Meet, Microsoft Teams, and Webex. Click Confirm to add the meeting.
The bot joins immediately if the meeting is already in progress, or 5 minutes before the scheduled start time.
📌 The meeting URL cannot be changed after the meeting is created.
📌 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."
While the meeting is being recorded, a red dot appears next to the meeting title in the Upcoming tab.
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 anything, it's still saved and accessible from the Meetings list.
To unlink, click the X button next to the linked object.
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
