# Meeting notes and AI summaries

> Send an AI notetaker to Google Meet, Zoom, Teams or Webex, turn on automatic notes, and review, summarise and share meeting notes safely.

Canonical: https://help.spacebrain.ai/calendar/meeting-notes/
Last modified: 2026-09-25T00:00:00.000Z

Meeting Notes sends a notetaker to your online meetings. It records the call, writes a transcript that shows who said what, and creates an AI summary. This guide covers setup, sending the notetaker, and reviewing and sharing the results.

## Before you begin [#before-you-begin]

* **Plan:** Meeting Notes is included with paid plans. On a plan without it, the page shows an upgrade message.
* **Workspace setting:** a workspace admin must turn on **Allow Meeting Notes in this workspace** first. Until then, you see **A workspace admin must enable Meeting Notes before members can use it.**
* **Consent:** recording laws differ by country and state. Tell everyone in the meeting that it's being recorded, and get consent where the law requires it. The notetaker joins as a visible participant and posts a recording notice in the meeting chat where the meeting app supports it.
* **Credits:** recording and summaries use workspace credits. Spacebrain shows the cost before you confirm, and returns credits you reserved but didn't use.

## Where to find it [#where-to-find-it]

Open **Calendar → Meeting Notes**. Viewers can open this page even though they can't see the rest of Calendar. You can also choose **Send notetaker** from the quick actions on Home.

The page has two tabs:

* **Upcoming**: notetakers that are getting ready, scheduled, joining, or recording now.
* **Notes**: finished meetings, meetings being processed, and anything that needs attention.

Use the search box to find a meeting by title, status, summary, or preset.

## Admin setup (one time) [#admin-setup-one-time]

1. Open **Calendar → Settings** and choose **Workspace controls**.
2. In **Workspace Meeting Notes**, turn on **Allow Meeting Notes in this workspace**. This doesn't turn automatic recording on for anyone. Each person chooses that for themselves.
3. Choose the **Workspace capture scope**: **All supported meetings**, **Meetings with external attendees**, or **Internal workspace meetings**.
4. Set the **Maximum scheduled duration (minutes)**. Longer calls are skipped.
5. Optionally change the **Bot name shown in the meeting**.
6. Choose whether to **Automatically add the summary to matched CRM contacts and companies**.
7. Choose **Save workspace settings**.

## Send a notetaker to one meeting [#send-a-notetaker-to-one-meeting]

1. On **Meeting Notes**, choose **Send notetaker**.
2. Paste the **Meeting link**. Google Meet, Zoom, Microsoft Teams, and Webex links are supported.
3. Enter a **Meeting title**, for example "Acme – kickoff call".
4. Under **When should it join?**, choose **Join now** or **Schedule for later**. You can schedule up to 90 days ahead.
5. Under **Recording length**, choose **Record the whole meeting** or **Use a timer** (5 minutes to 6 hours).
6. Optionally add **Participant emails (optional)**. Spacebrain uses them to match the meeting to people and companies in your CRM.
7. Check the credit cost shown.
8. Tick **I will notify attendees and have any consent required to record this meeting and save its transcript.**
9. Choose **Send now** or **Schedule**.

**What you should see:** the meeting appears on **Upcoming**. The host of the call may need to let the notetaker in.

## Turn on automatic notes for your meetings [#turn-on-automatic-notes-for-your-meetings]

1. On **Meeting Notes**, switch on **Automatic notetaker**.
2. Read **Enable automatic Meeting Notes?**, tick the consent box, and choose **Enable automatic notes**.

**What you should see:** the card shows **On for you**. Eligible Calendar meetings now get a notetaker automatically.

For more control, open **Calendar → Settings → Meeting Notes**:

* **My capture scope** lets you record fewer meetings than the workspace allows, for example only meetings with external attendees.
* **Include meetings from my connected Google and Outlook calendars** also records eligible meetings booked outside Spacebrain, as long as they have a supported meeting link.
* **Notify me when notes are ready** sends you a notification.

You can also switch notes on or off for a single booking from **Calendar → Bookings**. See [manage bookings and replies](/calendar/bookings-and-replies/).

## Follow a meeting's progress [#follow-a-meetings-progress]

Each meeting shows a status:

| Status                        | What it means                                                     |
| ----------------------------- | ----------------------------------------------------------------- |
| **Preparing** / **Scheduled** | The notetaker is getting ready or waiting for the start time.     |
| **Joining**                   | It's joining the call. Recording starts after someone lets it in. |
| **Recording now**             | It's recording. It stops by itself after everyone leaves.         |
| **Transcribing**              | The transcript is being created. You can leave the page.          |
| **Creating summary**          | The AI summary is being written.                                  |
| **Notes ready**               | The transcript and summary are ready.                             |
| **Canceled**                  | The notetaker was cancelled before recording.                     |
| **Needs attention**           | Something went wrong. Open the meeting for details.               |

## Review the summary and transcript [#review-the-summary-and-transcript]

1. Open the **Notes** tab and find the meeting.
2. Read the summary. It can include **Key topics**, **Decisions**, **Action items**, **Risks and blockers**, **Open questions**, and **Objections**. Choose **Copy** to copy it.
3. Choose **View transcript** to read the full conversation. Check names, dates, and numbers against the transcript before you act on the summary.

### Change the summary style [#change-the-summary-style]

Choose **Summarize** or **Regenerate**. In the dialog:

1. Pick a **Summary preset**: **Executive recap** (the default), **Brief recap**, **Detailed notes**, **Action plan**, **Sales discovery**, **Customer success**, **Project update**, **One-on-one**, **Candidate interview**, or **Q\&A**.
2. Optionally add **Custom instructions (optional)**, for example "Write for a client audience and list next steps with owners".
3. Tick **Use this preset and these instructions for my future meeting summaries** only if you want this as your default.
4. Confirm. The summary is rebuilt from the saved transcript. If it fails, the credits are refunded.

You can set your default style and instructions in **Calendar → Settings → Meeting Notes → Summary defaults**.

## Share notes with care [#share-notes-with-care]

Under **Sharing and delivery** in Meeting Notes settings:

* **Who can view summaries?** is either **Only you and workspace admins** or **Workspace members with Meeting Notes access**. Transcripts are never shared with other workspace members.
* **Email summaries to attendees** emails future summaries to attendees, including external guests.

To share one meeting with someone outside Spacebrain, choose **Share notes**. The **Share meeting notes** dialog warns **Anyone with the link can view**. The page shows the summary and transcript, and the link expires after 30 days. Choose **Create & copy link**. To stop sharing, choose **Revoke** next to the link under **Active links**.

## Stop or cancel a notetaker [#stop-or-cancel-a-notetaker]

* **End recording now** opens **End this recording now?**. Choose **End recording & create notes**. You don't usually need this, because the notetaker leaves once everyone else has.
* **Cancel notetaker** opens **Cancel notetaker?**. This only works before recording starts, and only for the person who sent it. Unused credits are refunded.

## If something goes wrong [#if-something-goes-wrong]

* **Send notetaker is greyed out.** An admin needs to turn on Meeting Notes, or the recording service isn't set up yet.
* **"Use a supported Google Meet, Zoom, Microsoft Teams, or Webex link."** Copy the full meeting link from the invitation. It must start with `https://`.
* **"This workspace does not have enough credits to send the notetaker."** Ask your workspace owner to add credits. See [billing and usage](/account/workspace-billing-and-usage/).
* **Stuck on Joining.** Ask the meeting host to let the notetaker in from the waiting room.
* **Needs attention.** Open the meeting and read the message. Don't send another notetaker to the same meeting until you know what happened, or you may get duplicates.
* **A meeting wasn't recorded automatically.** Check your capture scope and the maximum duration, and whether you connected the calendar the meeting is on.
* **The summary is wrong.** Check the transcript, then choose **Regenerate** with clearer instructions.

## FAQ [#faq]

### Does Spacebrain keep the audio or video? [#does-spacebrain-keep-the-audio-or-video]

No. Spacebrain doesn't store the raw audio or video. It keeps the transcript and summary. The recording provider keeps raw media for up to 24 hours.

### Can the notetaker join a meeting I'm not hosting? [#can-the-notetaker-join-a-meeting-im-not-hosting]

Yes, if you have the link and the host lets it in. You're still responsible for telling attendees.

## Next step [#next-step]

Prepare for your next call and turn commitments into tasks in [meeting preparation, follow-up, and Granola](/calendar/meeting-preparation-and-granola/).