Calendar sync
Connect a calendar so VoiceCap's bot joins your meetings automatically, and how to control which ones.
Connect your calendar so VoiceCap's bot joins meetings on it automatically, without you pasting a link for each one.
Connecting your calendar
- Open Calendar in the sidebar.
- Click Connect with Google Calendar or Connect with Microsoft Outlook and sign in.
Both providers are supported, and you can connect one calendar at a time. Disconnect the calendar you have before connecting the other one. See Google Calendar integration and Microsoft Outlook integration for what syncs.
When you connect from the Get started screen, VoiceCap then shows your next three meetings and which of them will be recorded. Click Record or Don't record on any of them to switch it. A meeting without a meeting link shows Record on your phone, because there is no call for the bot to join.
Which meetings get a bot
Once connected, pick a default rule under Auto-record settings:
| Option | What it does |
|---|---|
| Record all my meetings | Every calendar event with a meeting link gets a bot. This is the default. |
| Record only meetings with external attendees | Only events where at least one attendee's email domain differs from yours get a bot. |
| Don't auto-record | No event gets a bot unless you turn one on for it individually. |
A calendar you connected earlier keeps the rule it had.
You can override any individual upcoming meeting regardless of the default: set it to Record, Don't Record, or back to Default.
An event only gets a bot if it has a meeting link, hasn't ended, and hasn't been deleted or cancelled on your calendar.
If you also record a meeting on your phone from the phone app's meeting reminder, the bot still joins and records it. See Notifications.
Auto-recording also needs minutes left. If your organization is on Free or Pro with none remaining, an eligible meeting doesn't get a bot and shows Paused · out of free minutes (on Pro, Paused · out of this month's minutes). Setting it to Record opens the screen that explains your options. Paused meetings get their bot back after an upgrade, and on Pro also when a new billing period starts. Business has no minute limit, so nothing is paused for that reason. See Plans.
One bot per meeting, not per person
If several people at your organization are invited to the same meeting and all have calendar sync on, VoiceCap still sends only one bot. It doesn't join once per attendee. The organizer's connected calendar is used first; if the organizer isn't synced, the calendar of the member with the highest role in your organization is used instead.
Today's meetings and bots in a call
Under Today, the Calendar page lists every meeting on your calendar today and where its recording stands: Will record, Notetaker joining, Recording now, Processing, Recorded, Failed, Won't record or Not recorded. A meeting held back for lack of minutes shows its Paused label. Click a meeting's name to open its recording.
If a teammate's bot records a meeting that's also on your calendar, your row shows how that recording stands, and the meeting's name opens it when you can open the recording. When you can't, the row has no link and says Teammate recording now while the bot is in the call, then Recorded by a teammate.
When a VoiceCap bot is in one of your calls, it's listed at the top of the page under Notetaker in a call, with the time it started recording. That covers a bot you added with a meeting link, and a bot sent through a teammate's calendar to a meeting that's also on yours.
To take the bot out of a call, click Stop recording and confirm. The bot leaves the call, and what it recorded up to then is transcribed and summarized like any other meeting. Use this when the bot is still in a call that's over for you.
Disconnecting
Click Disconnect on the Calendar page. This stops the bot from joining any of your calendar's future meetings. If a teammate's calendar is also synced and eligible, their calendar can pick up the bot for a meeting you both had on your calendars.