> ## Documentation Index
> Fetch the complete documentation index at: https://help.reevo.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Meetings & Notetaker Bot Settings 

> The Meeting Settings page allows administrators to control how Reevo records, processes, and manages meetings across your organization. These settings determine which meetings get automatically recorded, how meeting participants are handled, and how your AI notetaker bot behaves. 

<Info>
  The settings impact your team's ability to capture customer conversations, generate AI-powered insights, and maintain accurate records of sales interactions. Proper configuration ensures you capture the right meetings while respecting privacy preferences and organizational policies.
</Info>

## **Meeting Recording Settings**

Control which types of meetings are automatically recorded and transcribed by Reevo.

**To configure recording settings:**

1. Navigate to [******Settings > Engagement > Meetings******](https://app.reevo.ai/settings/meetings)
2. Changes apply immediately to future meetings

**Available recording options:**

1. **Sales Meetings** - Record meetings with external contacts in your CRM
   * Enables AI summaries, transcripts, and conversation intelligence
   * Creates automatic records for customer interactions
   * Powers meeting analytics and searchable transcripts
2. **Internal Meetings** - Record meetings with only team members
3. **All Meetings** - Record every meeting on your calendar

<Note>
  Disabling sales meetings recording will prevent AI-generated summaries, automatic contact creation, meeting analytics, and searchable transcripts.
</Note>

### **Bot Name Settings**

Customize how the Reevo meeting assistant introduces itself to participants.

Available options (personalized with your name and organization name):

* **\[Your First Name]'s chief of staff**
* **\[Your First Name]'s notetaker**
* **\[Your Organization]'s notetaker**
* **Reevo notetaker**

The bot name appears in meeting participant lists and join notifications. Choosing a personalized name can make the bot feel more like part of your team and less like generic software.

### **Meeting Privacy Settings**

Control default privacy and visibility settings for recorded meetings within your organization.

**Setting:**

1. Toggle the switch to **on** to make all new meetings private by default
2. Toggle **off** if you want meetings public unless you manually set them private

When enabled, only invited participants can join your meetings. You can still override this on individual events.

### **Meeting Trackers**

Create keyword trackers to automatically flag when specific phrases are mentioned in meetings. Trackers help you monitor competitive mentions, track objections, identify buying signals, ensure compliance with required disclosures, and analyze how often your team discusses key topics. Results appear with timestamps so you can jump directly to relevant moments in the recording.

<AccordionGroup>
  <Accordion title="Creating a Tracker">
    1. Navigate to **Meeting Trackers**
    2. Click **New tracker**
    3. Complete the tracker form:
       * **Tracker Name**: Give it a descriptive name
       * **Description** (optional): Explain what you're tracking and why
       * **Keywords to Track**: Add phrases (minimum 3 characters each). Press Enter or comma to add multiple
       * **Include related words**: Check this to also track synonyms and related terms
       * **Track Keywords From**: Choose whether to monitor these phrases from anyone in the call, only people in your organization, or only external participants
    4. Click **Create** to save

    ###
  </Accordion>

  <Accordion title="Viewing Trackers">
    After a meeting is recorded and transcribed:

    1. Open any completed meeting
    2. Click the **Trackers** tab
    3. You'll see all active trackers and how many times each phrase was mentioned
    4. Click on any phrase to see the exact sentences where it appeared
    5. Click the timestamp badge next to any mention to jump directly to that moment in the recording
  </Accordion>

  <Accordion title="Managing Trackers">
    * Use the search bar to find trackers by name, description, or keywords
    * Click **Edit** on any tracker to modify it
    * Click **Delete** to remove a tracker
  </Accordion>
</AccordionGroup>

### **Custom Words**

Define terminology specific to your business so Reevo can better understand and analyze your meetings. Custom words help Reevo's analysis recognize your product names, industry jargon, competitor names, and internal terminology that standard language models might miss.

**Creating Custom Words:**

1. Navigate to the **Custom Words** section
2. Click **Add new word** to create an entry
3. Enter the word (letters only, no special characters)
4. Add an optional description to explain what it means
5. Click save to add it to your organization's vocabulary
6. Edit or delete words using the actions in each row

## **Troubleshooting / FAQs**

<AccordionGroup>
  <Accordion title="Why can't I see some of these settings?">
    Several settings require administrator permissions. Check with your organization admin if you need access to **Custom Words**, **Meeting Recording**, **Meeting Sync Settings**, **Default Private Meetings**, or **Meeting Trackers**. All users can access **Bot Name Settings** for their own account.
  </Accordion>

  <Accordion title="The bot isn't joining my meetings even though recording is enabled. What's wrong?">
    Verify these requirements:

    * Your calendar is connected and synced in Reevo
    * The meeting appears on your **Upcoming Events** page in Reevo
    * The meeting has at least one participant who qualifies based on your recording settings (for example, if set to "Sales Meetings," at least one participant must be a Reevo contact)
    * The meeting isn't with a participant from a blocked domain
    * If you're adding the bot manually, you added the bot email to the calendar invitation (not directly in Google Meet or Zoom)
  </Accordion>

  <Accordion title="What happens if I add the bot manually and my settings say not to record that type of meeting?">
    Manually adding the bot overrides your org-level recording settings for that specific meeting. If you add the bot email to a calendar invitation or toggle recording on from the Upcoming Events page, the bot will join and record the meeting regardless of whether your settings would normally exclude that meeting type. Contact records will also be created for all attendees.
  </Accordion>

  <Accordion title="Why are some meeting sync options grayed out?">
    Meeting sync level options can be restricted based on your recording level settings. For example, if your recording level is set to "All Meetings," you cannot select "Sales Meetings Only" for sync level. Adjust your recording settings first to enable more restrictive sync options.
  </Accordion>

  <Accordion title="What's the difference between Custom Words and Meeting Trackers?">
    **Custom Words** help Reevo understand your business terminology across all analysis and insights. **Meeting Trackers** actively flag and highlight specific phrases during meetings so you can quickly find mentions of competitors, objections, or key topics. Custom Words improve general accuracy; Trackers provide specific alerts.
  </Accordion>

  <Accordion title="Do changes to these settings affect past meetings?">
    No. Settings changes only apply to future meetings. Previously recorded meetings retain their original recording and analysis. Custom Words may improve analysis when you re-process or review older transcripts, but recording decisions and tracker results are based on settings at the time of the meeting.
  </Accordion>
</AccordionGroup>

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