Introduction
Calendar sync enables automatic notetaker scheduling for eligible Zoom, Microsoft Teams, and Google Meet events. If a meeting is not being scheduled, this guide helps you check the connection, event, timing, and fallback options.
How Calendar Sync Works
Understanding the auto-join process helps troubleshoot issues:
The auto-join process:
- NoteWave checks connected calendars on a recurring schedule, currently approximately every 10 minutes
- Looks for meetings starting within the next 60 minutes
- Extracts meeting links from calendar events
- Schedules bots to join 1 minute before start time
- Bot automatically joins your meeting
Platform Support
Check Integration Status
First, verify your calendar integration is properly connected.
Steps to verify:
- Go to Integrations
- Check whether Zoom, Microsoft Teams, or Google Meet shows a connected status
- Open the relevant platform
- Verify Auto-join all meetings is enabled
If the integration shows "Disconnected" or has a red warning, click "Reconnect" and re-authorize the connection.
Token Expiration Issues
OAuth tokens expire periodically and must be refreshed.
NoteWave attempts to refresh connected-account access before it expires.
If auto-refresh fails, disconnect and reconnect your integration manually.
Token Revoked
Meeting Requirements
Not all calendar events trigger auto-join. Meetings must meet specific criteria:
Requirements for auto-join:
- Meeting must be on your connected calendar
- Must have a valid Zoom, Microsoft Teams, or Google Meet join link
- Must start within 60 minutes (scheduling window)
- Must not already have an active bot for the same URL
- Meeting must not have started more than 10 minutes ago
Zoom-Specific Issues
Common Zoom calendar sync problems and solutions:
Troubleshooting Zoom sync:
- No meetings syncing - Check if you have "Schedule Meeting" permission in Zoom
- Old meetings showing - Zoom API returns past meetings; NoteWave filters them automatically
- Missing recurring meetings - Ensure recurring series has future instances
- PMI not syncing - Personal Meeting ID (PMI) meetings may require manual bot joining
Teams-Specific Issues
Microsoft Teams calendar sync has unique considerations:
Troubleshooting Teams sync:
- Admin approval required - Some organizations require IT admin consent for calendar access
- Connection permissions - Reconnect Teams if calendar access was revoked or your organisation changed consent
- Delegate calendars - Meetings on delegated calendars may not sync; use your primary calendar
- External meetings - Meetings organized by external users may have limited access
Organization Permissions
Scheduling Timing
The calendar sync runs on a schedule, not in real-time.
- Checks connected calendars on a recurring schedule, currently approximately every 10 minutes
- Looks ahead 60 minutes for upcoming meetings
- Schedules bots to join 1 minute before start time
- Avoids scheduling a second active notetaker for the same event or meeting URL
If you create a meeting shortly before it starts, the notetaker may not be scheduled in time. Use Record > Paste Link instead.
Use the Meeting Link Fallback
If a newly created or changed event has not been scheduled in time, send the notetaker directly instead of waiting for another calendar check.
How to join manually:
- Open Record
- Select Paste Link
- Paste the complete meeting join URL
- Click Join Meeting
- Admit the notetaker from the lobby or waiting room if required
Still Not Working?
If calendar sync still fails after trying all troubleshooting steps:
Fallback Option
For persistent calendar sync issues, contact support at contact@blazesolutions.ai with the platform, event start time and timezone, connection status, and whether direct-link joining worked.
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