Connect your calendar

Connect Google Calendar or Microsoft Outlook so your workspace’s notetaker can join upcoming meetings automatically. You can connect both providers and choose recording preferences separately for each.

Calendar access is read-only: connecting does not create or change events or send invitations. New connections default to All eligible meetings, so the notetaker automatically joins upcoming meetings with supported links. You can change this preference or turn off individual meetings.

Before you connect

  • Sign in to the workspace where you want the recordings to appear. Your calendar connection belongs to your account in that workspace.
  • Use Google Calendar, Microsoft 365, or a personal Outlook account with a cloud mailbox. On-premises Exchange calendars are not supported.
  • Each provider connects one primary calendar. Shared and secondary calendars are not included.
  • Meetings need a supported Google Meet, Zoom, or Microsoft Teams meeting link. The calendar provider and meeting platform can be different—for example, an Outlook event can contain a Zoom link.

If a provider shows Setup pending, calendar connections for that provider are not available yet. Contact your workspace administrator or support. You can still use Record meeting with a meeting link.

Connect Google Calendar

  1. Open Settings → Integrations → Calendars.
  2. Click Connect Google Calendar.
  3. Select the Google account whose primary calendar you want to connect.
  4. Review and allow the requested calendar and email permissions.
  5. Return to the dashboard and wait for the connection to show Connected.
  6. Open Upcoming meetings to choose what to record. The first sync may take a moment.

Connect Microsoft Outlook

  1. Open Settings → Integrations → Calendars.
  2. Click Connect Microsoft Outlook.
  3. Sign in with your Microsoft 365 or personal Outlook account.
  4. Review and allow the requested permissions. Your organisation may require an administrator’s approval.
  5. Return to the dashboard and wait for Connected, then open Upcoming meetings.

If Microsoft asks for administrator approval or blocks an unverified application, contact your Microsoft 365 administrator or support with the message shown. You do not need to create an Azure application yourself to connect your calendar.

Choose what records automatically

For each connected calendar, use Automatically record in calendar settings:

  • Only meetings I select — Nothing records automatically. Turn on Record for the meetings you want.
  • Meetings with external attendees — Eligible meetings record when the organiser or an attendee has an email domain different from yours. For common personal email services, another email address counts as external.
  • All eligible meetings — Upcoming meetings with supported links record automatically, unless you turn them off individually. This is the default for new connections.

External-attendee detection uses email addresses, so company domain aliases may be treated as external. Review upcoming meetings if your organisation uses several domains.

Let participants know that the notetaker will join and that the meeting will be recorded. The host may need to admit it from a lobby or waiting room.

Select individual meetings

  1. Open Upcoming meetings in the sidebar, use the button in the Calls header, or open it from your connected calendar card.
  2. Find the meeting and turn Record on or off.
  3. Wait for its schedule status to update. Bot scheduled means the notetaker is scheduled to join; it does not guarantee admission or a completed recording.

An individual selection overrides that calendar’s automatic preference. Click Use calendar preference to remove the override. Recurring meetings are listed as separate occurrences; changing one does not change the whole series.

Rows show participant names or email addresses when provided by the calendar. Expand more participants to see longer lists. These are calendar invitees, not confirmation of who attended.

The list covers the next 28 days, with times shown in your local timezone. Cancelled or declined invitations, meetings that have already started, and events without a supported meeting link cannot be newly scheduled for recording. All-day events are not included.

Changes and shared meetings

Change the title, time, meeting link, or cancellation in Google Calendar or Outlook. Changes update the upcoming meeting and recording schedule after they sync. The open Upcoming meetings page checks for updated results every ten seconds, but calendar-provider syncing can add a delay.

Use Refresh meetings in the page header to request a sync for all your active calendar connections. You can also use Sync on an individual calendar in settings. A sync-requested message means the update is queued, not finished. Make changes ahead of the meeting; last-minute updates may arrive too late.

When people in the same workspace select the same meeting with the same link and start time, the meeting uses one shared bot. This also applies across Google and Outlook. Turning off your recording does not cancel a colleague’s recording request. A bot already joining or recording is not removed by changing a future-recording preference.

After processing finishes, recorded meetings appear in Calls. Colleagues whose connected calendars requested the shared recording can also see it.

Reconnect or disconnect

If your calendar shows Reconnect needed, click Reconnect and authorise the same account again. Stay in the workspace where you started the connection until authorisation completes.

To stop using a calendar, open calendar settings and click Disconnect on its card. This removes your future scheduled recording requests and keeps existing recordings. A colleague’s request can keep a shared meeting bot scheduled. Wait for Disconnecting to finish before connecting a different account.

Disconnecting Google does not disconnect Outlook, or vice versa.

Troubleshooting

My meeting is missing

Check that you connected the right account in the right workspace, and that the event is on its primary calendar within the next 28 days. Secondary, shared, all-day, and past events are not included. Click Refresh meetings in Upcoming meetings, or Sync in calendar settings, and allow time for the update.

The Record switch is unavailable

Read the reason shown beside the meeting. Check the invitation response, start time, and meeting link in your calendar. A declined or cancelled meeting cannot be recorded by turning on an override.

The status says Updating or Needs attention

Updating means your recording request is being applied. If it stays there, or shows Needs attention, read the error, check the calendar connection, and request a sync. Contact support if the problem continues.

Google says access is blocked or the connection expires

During a pilot, Google may allow only approved test accounts. Contact support to confirm your account has access. If you cancelled authorisation or did not allow calendar access, try connecting again and review the permissions. Pilot connections may need periodic reauthorisation; use Reconnect when prompted.

Microsoft asks for administrator approval

Your organisation’s consent rules or the app’s verification status may prevent you from connecting. Ask your Microsoft 365 administrator or support to review the message. Changing recording preferences will not resolve an authorisation block.

I switched workspaces during connection

Return to the workspace where you started. If the connection has expired, start again from its calendar settings.

The bot is scheduled but does not record

The meeting host may need to admit the notetaker. Check the platform guide for waiting-room, lobby, and meeting-link requirements:

If you use Record meeting as a fallback, first check whether a calendar bot is already scheduled. A manually sent bot can be separate from the calendar recording.

Connect your calendar - Reps AI