1. Notetaker Join Settings

Notetaker join settings control which meetings the Meetric notetaker joins automatically. They can be configured at four levels — Account, Department, Team, and User — where more specific levels override broader ones. Admins decide whether overrides are allowed at the User, Team, and Department levels.

ℹ️

By default, each setting is inherited from the Account level. Where overrides are allowed, select Override on a setting to set your own value, or Reset to return to the inherited value.

1.1 Join method

Two join methods are available:

Method	What it does
Automatic	The notetaker joins your upcoming meetings automatically, based on the filters below. On the Schedule page, the notetaker toggle defaults to ON — Invite Notetaker for upcoming meetings.
Manual Scheduling	The notetaker does not join automatically. On the Schedule page, your default for all upcoming meetings is OFF — Don't invite, and you opt in per meeting.

⚠️

Setting the toggle to OFF — Don't invite doesn't guarantee the notetaker stays out of a meeting. If you're one of several participants, someone else in your organisation can still request the notetaker for that meeting. The notetaker will only stay away when every participant from your organisation who uses Meetric has the toggle set to OFF — Don't invite.

1.2 Meeting types to auto-join

Controls which meetings qualify based on who's attending. A participant is external if their email is not from your domain.

Option	Meetric joins when…
Internal only	All participants are from your domain.
External only	At least one participant is external (not from your domain).
Internal & External	Any meeting qualifies, internal or external.

1.3 Additional join filters

These further narrow down which meetings the notetaker joins:

Setting	Effect when set
Only when I am organizer	When enabled, the notetaker joins only meetings where you are the organizer.
Meeting title keywords	The notetaker joins only meetings whose title contains one of your specified keywords (e.g. Demo, QBR).
Participant emails	The notetaker joins only meetings that include a participant you've specified (e.g. [email protected]).
Domain blacklist	The notetaker will not join a meeting if any participant's email is from a domain you've listed.

1.4 Where settings apply

Notetaker settings can be set at four levels, from broadest to most specific:

Account → Department → Team → User

More specific levels override broader ones — for example, a User setting overrides Team, Department, and Account values.
Each setting shows where its current value is inherited from, along with Override and Reset controls.
Admins control whether overrides are allowed at the User, Team, and Department levels.

1.5 Notetaker blocked from joining

Meetric always tries to join a meeting where the notetaker has been invited, but sometimes it can't — even when everything is set up correctly on your side.

Both Microsoft Teams and Google Meet let an organisation apply security settings at the account level that block external participants and meeting bots from joining its meetings.

There are two cases:

The meeting host's organisation blocks external bots. This comes up when you are not the organizer. If you join a meeting hosted by another organisation whose settings block external tools, Meetric is turned away at the door — the same way any other external guest tool would be.
Your own organisation blocks external bots. Your own account's admin may have security settings that prevent external meeting tools from joining. In that case the notetaker can be blocked even in meetings you're organizing.

In either case, you may have the toggle set to ON — Invite Notetaker and everything correct on your side, and the notetaker still won't be admitted.

2. Bot Join & Recording Logic

This section explains how the Meetric notetaker decides to join a meeting, when it starts and stops recording, and when it leaves. Recording ownership is covered separately in Section 3.

2.1 How the notetaker joins

There are two ways the notetaker's join behavior is controlled:

Automatic join — When your Join method (under Notetaker settings) is set to Automatic, Meetric uses your calendar and settings to decide which meetings to send the notetaker to.
Schedule-driven join — The Schedule page is your per-meeting control surface. For any upcoming meeting, you can set it to ON — Invite Notetaker or OFF — Don't invite for that specific meeting.

For how the Schedule toggle behaves per participant — including why a meeting may still be joined when you have the toggle set to OFF — Don't invite — see Section 3.

2.2 Getting admitted

If a meeting has a waiting room, someone already inside must click Admit to let the notetaker in.

If nobody admits it in time, the notetaker gives up and leaves after 10 minutes

2.3 When recording starts

Recording starts only when at least 2 other people (not counting the bot) are in the call. If you're alone in the meeting with the notetaker, it will not start recording.

2.4 When recording stops and the bot leaves

Scenario	What happens
Only one person ever joined
(e.g. you admit the bot, you're alone with it, then you leave)	Recording never starts (it needs 2+ people besides the bot). Once the bot is alone, it waits ~30 sec – 1 min, then leaves.
A real meeting happened, then only one person is left
(several people join, all leave except one)	Recording already started, so the bot keeps recording for up to 15 more minutes. If no one else returns, it stops and saves.
Everyone leaves	The bot waits ~30 sec – 1 min in case someone returns, then stops and leaves. .

2.5 Quick reference

Question	Google Meet & Teams
Max time in waiting room	10 min scheduled / 5 min instant
When does recording start?	2+ other people in the call
Only one person ever joined?	Recording never starts; bot leaves ~30 sec – 1 min after it's alone
Meeting happened, one person stays?	Records up to 15 min more, then stops
Everyone left?	Waits ~30 sec – 1 min, then leaves

3. Meeting Ownership

Every meeting recording in Meetric has one owner — the person it belongs to and who gets access to it. This section explains why Meetric works this way and how that owner is chosen.

3.1 One notetaker, one owner

Most meeting-notetaker tools give each participant their own notetaker — so a 10-person meeting can end up with 10 separate bots all joining and recording the same call.

Meetric works differently: your organisation has a single notetaker. It joins the meeting once, records it once, and that recording is then assigned to a single owner.

💡

One meeting → one notetaker → one recording with one owner. No duplicate bots, no duplicate recordings.

3.2 Who can become the owner

Ownership is decided separately for each meeting. The first requirement is simple: to be considered as the owner, you must have invited the notetaker to the meeting — that is, the toggle was set to ON — Invite Notetaker for that meeting on the Schedule page.

🔑

If you didn't invite the notetaker to a meeting, you cannot become its owner — regardless of your role in the meeting. Anyone who declined the meeting is also never eligible.

3.3 How Meetric chooses the owner

Among the eligible participants (everyone who invited the notetaker and didn't decline), Meetric applies these rules in order:

The organizer wins — if eligible. If the meeting organizer had the toggle set to ON — Invite Notetaker for the meeting on the Schedule page, they automatically become the owner.
Otherwise, work down participant order in the event. If the organizer isn't eligible, Meetric looks at the remaining eligible participants grouped by the order in the calendar event in this priority:
1. Accepted (Yes)
2. Maybe
3. No response
Within each group, top of the event list wins. Meetric picks the first eligible person from top to bottom of the invite list, and only moves to the next group if no one in the current group is eligible.

🚫

Declined = never an owner. Anyone who declined the meeting is excluded, even if they had the toggle set to ON — Invite Notetaker.

⚡

A manual link invite overrides all of the above. If someone brings the notetaker into a live meeting by pasting the meeting link (see 3.5), that person automatically becomes the owner — regardless of organizer status or how anyone responded to the invite.

3.4 The Schedule page: requesting the notetaker

Once your calendar is connected, Meetric looks at your upcoming meetings and decides whether to send the notetaker. You're always in control with a per-meeting toggle, found on the Schedule page.

Upcoming meetings

The Schedule page shows your future calendar events across predefined time ranges:

Next 30 days
Next 14 days
Next 7 days

Within any of these ranges, each event has a Notetaker toggle you can set to ON — Invite Notetaker or OFF — Don't invite for that meeting.

Past meetings

You can also look back over the past 14 days to see whether the notetaker joined each meeting.

If the notetaker didn't join, the Schedule page shows a reason explaining why.
To troubleshoot further, open Diagnostics for that meeting. Diagnostics gives you more detailed information about the notetaker's flow — whether it joined, and if it didn't, exactly why.

The "Invite Notetaker" toggle

Each meeting has a toggle that represents your own request for that meeting — not a guarantee of what happens in the meeting:

Toggle	What it means
ON — Invite Notetaker	You're asking the notetaker to join this meeting. It will try to join and record, and you could become the owner of the recording.
OFF — Don't invite	You're not requesting the notetaker, so you won't be the owner. It may still join if someone else on the meeting has the toggle set to ON — Invite Notetaker.

💡

The toggle is per participant, not per meeting. Setting it to OFF — Don't invite only means you aren't inviting the notetaker — it doesn't promise the notetaker will stay away. That's why a meeting set to OFF — Don't invite shows the note "Notetaker might still join." To prevent the notetaker from joining, all meeting participants from your organisation must have the toggle set to OFF — Don't invite.

3.5 Instant invite via meeting link

You can also bring the notetaker into a meeting that's already happening, without scheduling it in advance. On the Conversations page, select New Conversation and then Meeting Link and input the meeting link — Meetric sends the notetaker straight to that meeting. This is a form of manual notetaker invite that can be done after the meeting has started.

⚡

Instant Invite has seperate rules from the normal ownership and notetaker rules. Whoever invites a notetaker by pasting the meeting link invites a personal notetaker, so there will be two (or more) Meetric notetakers in the meeting. When a notetaker is invited through Instant invite a seperate recording is created for this notetaker, breaking the normal rule of one recording per meeting. The person who invites a notetaker with instant invite becomes the owner of that specific recording, not affecting the ownership of the original recording.