Connecting Your Calendar & Recording Meetings

Connect your calendar#

Connecting your calendar syncs your scheduled meetings into Decision Site. This is what lets the platform know when your meetings are, which ones to record, and which account to associate a recording with.

1. Open Settings. Click the gear icon at the bottom left of the navigation menu.
2. Scroll to My Integrations. You'll see your calendar listed — Google Calendar or Microsoft Calendar, depending on how your organization is set up.
3. Click Connect. A pop-up window opens asking you to authorize the connection. If nothing appears, your browser may be blocking pop-ups — enable them for buyer.meetingflow.com and try again.
4. Approve the permissions. Select your work account and allow what's requested. Decision Site only needs read access to see your scheduled meetings.
5. Confirm the connection. The page reloads, Connect flips to a red Disconnect, and the Meetings tab shows a count for today.

Set up your AI Notetaker#

The AI Notetaker is the recording bot that joins your calls. Once it's set up, it joins automatically, records audio and video, processes the transcript, and makes the recording available in Decision Site — no action needed from you before each call.

1. Open AI Note Taker Preferences. Still in Settings, scroll past My Integrations to this section.
2. Choose your recording mode. See the options below — private calendar events are never auto-recorded, regardless of which one you pick.
3. Name your notetaker. This is the name attendees see in the meeting chat when it joins and announces it's recording. Check with your admin if your organization has a preferred format.
4. Save your preferences.

Option	What it does
External Only (recommended)	Records meetings that include at least one attendee outside your organization — every customer or prospect call, without capturing internal standups.
All Meetings	Records everything, internal calls included — useful if you want deal reviews or internal strategy sessions captured too.
Off	Nothing records automatically. Schedule recordings manually per meeting from the Meetings tab.

Manage recordings from the Meetings tab#

The Meetings tab shows your full calendar, synced from your connected calendar, with the recording status of every meeting.

Icon	Status	What it means
	Green check	Recorded successfully — transcript is available.
	Gray calendar	Scheduled — the notetaker will join automatically.
	Red dot	Not set to record. Click the meeting to schedule one if needed.
Cancel	Cancel	Click the meeting and select Cancel to cancel a future recording.

Click any meeting to schedule or cancel its recording, or to open a past one and review the transcript and playback. A change you make here overrides your default recording mode for that one meeting only — for example, scheduling an internal session manually even if you're set to External Only.

Once a meeting ends and processes — usually within a few minutes — it becomes available in three places: the Calendar page, the All Meetings view (every recording across your workspace), and the account or Decision Site it's linked to. A Post-Call Intelligence Brief lands in your inbox automatically 15–30 minutes later, and the account's next Scouting Report will include context from the call.