Introduction

NoteWave bots can join your Zoom, Microsoft Teams, and Google Meet meetings automatically to record and transcribe them. You have two ways to have a bot join your meeting: instant joining with a direct link, or automatic scheduling through calendar integration.

Instant Joining with Direct Link

The fastest way to request a notetaker is by pasting the meeting link directly. It will begin connecting as soon as the request is accepted.

How it works:

Navigate to the Record page in your dashboard
Select Paste Link
Paste your Zoom, Teams, or Google Meet link
Click Join Meeting
Watch for the notetaker in the meeting lobby or participant list and admit it if required

Best For

Use this method for ad-hoc meetings, external meetings you're invited to, or when you need a bot to join right now.

Automatic Calendar Integration

When you connect Zoom, Microsoft Teams, or Google Meet, NoteWave can automatically schedule notetakers for eligible upcoming calendar meetings.

Requirements

• Pro or Business plan
• Zoom, Microsoft Teams, or Google Meet integration connected
• Auto-join enabled in settings

How It Works

NoteWave checks connected calendars on a recurring schedule, currently approximately every 10 minutes, and schedules eligible meetings close to their start time.

Integration Setup

Before using auto-join, connect the relevant meeting platform from the Integrations page.

Configuring Auto-Join Settings

After connecting an integration, open that platform from the Integrations page to manage auto-join and available notetaker preferences.

Available settings:

Auto-Join Toggle - Enable or disable automatic joining for all meetings
Custom Bot Name - Personalize what name appears when the bot joins (e.g., "NoteWave - John's Bot")
Show Username - Append your first name to the bot display name

Meeting Privacy

Bots are visible to all meeting participants. Make sure all attendees are aware that the meeting is being recorded for transcription.

Supported Platforms

NoteWave bots support all major video conferencing platforms:

Zoom

Direct link joining and calendar integration with OAuth.

Microsoft Teams

Direct link joining and calendar sync via Microsoft Graph API.

Google Meet

Direct link joining and Google Calendar-based scheduling.

Bot Status & Lifecycle

Track the meeting from your dashboard and meeting library. Status updates show whether the notetaker is scheduled, connecting, recording, processing, or complete:

Scheduled - Bot is waiting to join at the scheduled time
Joining - Bot is connecting to the meeting
In Meeting - Bot is recording and transcribing
Processing - Meeting ended, transcription in progress
Completed - Transcript is ready to view

Auto-Join Settings