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Prerequisites

  • Active calendar integration (i.e Google Calendar) connected to your account
  • Meeting recording settings configured in your organization
  • Meetings must include conferencing details (Zoom or Google Meet link)
  • Appropriate permissions to record meetings in your organization
  • Calendar events must appear on the Upcoming Events page for the bot to join

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How the Meeting Bot Works

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Automatic Bot Scheduling

When you create or sync a meeting from your calendar, the system automatically determines whether to add a bot based on your recording preferences. The bot is scheduled to join approximately 2 minutes before the meeting starts to ensure it’s ready when participants arrive.

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Bot Behavior During Meetings

Once the meeting begins, the bot goes through several stages:
  1. Scheduled: The bot is scheduled to join at the designated time.
  2. Joining: The bot connects to the meeting platform and attempts to enter the call.
  3. Waiting: If the meeting has a waiting room enabled, the bot waits to be admitted.
  4. Recording: Once admitted, the bot begins recording audio and video. Participants will see the bot listed as an attendee (typically named after the meeting organizer or a custom name you’ve configured).
  5. Exiting: When the meeting ends or all participants leave, the bot automatically exits and begins processing the recording.

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Recording and Analysis

After the meeting concludes, the bot uploads the recording to secure storage, generates a transcript with speaker identification, and creates AI-powered insights including summaries, action items, and key moments. The system also tracks recording usage against your plan’s quota limits.

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Step-by-Step Instructions

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Adding the Bot to Meetings

Meeting Recording Settings Pn

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Option 1: Automatic Bot Scheduling

  1. Navigate to Settings > Engagement > Meetings
  2. Configure your meeting recording preferences by checking the boxes for:
    • Sales Meetings to record meetings with customers and prospects who exist in your CRM
    • Internal Meetings to record internal team meetings (e.g., training, pipeline reviews)
  3. The bot will automatically join meetings that match your selected criteria.

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Option 2: Manual Bot Invitation

  1. In the same **Engagement > **Meetings settings page, locate the Meeting Notetaker section.
  2. Copy the bot email address displayed there.
  3. When creating a calendar event, add this email address as an attendee.
The bot MUST be invited via the calendar invitation to join a meeting. Adding its email address directly within Google Meet or Zoom will result in the bot NOT being added to the meeting.
Important Notes:
  • Make sure your calendar is synced with the system and that the event you want to add the bot to appears on the Upcoming Events page. If the event isn’t visible there, the bot won’t be able to join the meeting.
  • Adding the notetaker to a meeting will create contacts and record the meeting regardless of settings.
  • Meetings booked via the scheduler will always create contacts regardless of mode selection.

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Managing Bot Settings During Meetings

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Enabling or Disabling Recording

For individual meetings, you can control whether the bot joins:
  1. Open the meeting details.
  2. Look for the Record meeting toggle or button.
  3. Toggle the switch to enable or disable recording for that specific meeting.
  4. When enabled, you’ll see “Enabled” status. When disabled, you’ll see “Disabled” status.

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Adding Bot to Live Meetings

If a meeting has already started and you want to add the bot:
  1. Open the meeting details.
  2. If the bot is ready but hasn’t joined yet, you’ll see: “Bot ready to join. Want to add it now? Click here”
  3. Click the link to add the bot immediately.
  4. You’ll see a message: “Reevo bot attempting to join, please allow up to 2 minutes”

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Bot Status Messages

The system displays different status messages depending on the bot’s current state:
  • “Bot is waiting to join the meeting…” when in the waiting room
  • “Bot is in the meeting and recording.” when actively recording
  • “Reevo bot attempting to join, please allow up to 2 minutes” when joining

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Viewing Meeting Recordings

Notetaker Past Conversations Pn
  1. Navigate to the Past Conversations section in your workspace.
  2. Select the meeting you want to review.
  3. The recording, transcript, and AI-generated insights will be available once processing is complete, usually within minutes.
  4. You can share recordings with team members or external stakeholders using the sharing options.

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Troubleshooting / FAQs

Check the following:
  • Verify that meeting recording is enabled in your settings for that meeting type.
  • Ensure the meeting included conferencing details 
  • Confirm the bot was invited via the calendar invitation, not added directly in the meeting platform.
  • Check if the meeting appears on your Upcoming Events page. If not, sync your calendar.
  • Verify you haven’t exceeded your recording quota.
The system automatically retries if the bot times out in a waiting room. If the bot still cannot join, manually admit it from the meeting platform’s participant list. For future meetings, consider adjusting your meeting platform settings to automatically admit the bot.T
This can happen if:
  • The bot was removed from the meeting before it ended.
  • Recording permissions were denied by the meeting host.
  • The meeting ended before the bot could fully connect.
  • Your organization has reached its recording quota limit.
Check the meeting details for any error messages that explain what happened. 
This means you’ve reached your meeting recording minutes quota. You’ll see a message: “Recording quota exceeded. Click to upgrade your plan.”  Reach out to your representative or email us here
  • Don’t invite the bot email to those specific calendar events.
  • Adjust your recording settings to exclude certain meeting types.
  • Add participant domains to the blocked domains list.
  • Manually disable the bot toggle for individual meetings before they start.
If you see “Bot unable to join your meeting. Please ask your host to enable local recording and re-attempt,” this means the meeting host needs to adjust their meeting platform settings to allow recording. Contact the meeting organizer to enable recording permissions.
Still have questions? Reach out to our support team here