AI Notetaker Mechanics

How it decides what to join#

• It looks for meetings on your synced calendar that have a supported conference link — Zoom, Microsoft Teams, and similar platforms.
• Your recording mode (External Only, All Meetings, or Off, covered in Connecting Your Calendar & Recording Meetings) decides which of those qualifying meetings it actually joins.
• Calendar events marked Private are never auto-recorded, no matter what your recording mode is set to.
• It joins the meeting lobby right at the scheduled start time, or a few seconds after.
• Once in, it shows up as a visible participant in the attendee list and posts a message in the meeting chat announcing that the call is being recorded.

Disclosure & consent#

Transparency is core to how the Notetaker is designed to work. It joins under a name you can customize in Settings — something like "[Company Name] AI Notetaker" — so it's always clear whose bot it is. It also always waits in the meeting lobby first; it won't start recording until a host manually admits it. That admission is effectively the consent step.

Multiple attendees, same company#

If several colleagues from your organization are on the same call and all have the Notetaker enabled, Decision Site only sends one bot to represent your whole workspace — not one per person. If people from two different companies on the call both use Decision Site, though, two separate bots join, one for each organization, so each team gets its own private recording and insights.

Controlling it mid-call#

You're never locked into a recording once it starts. Two ways to stop it, at any point in the call:

• Remove it as a participant — right-click the Notetaker in the attendee list and select Remove (or Boot), the same way you'd remove anyone else.
• Use a voice or chat command — say or type, "Meetingflow, leave the call." It exits within a few seconds.

If you remove it partway through, you don't lose everything — whatever was captured up to that point is still saved and processed for your workspace.

Recording a meeting that's already in progress#

If a meeting is live right now and isn't recording, there are three options, roughly in order of how often you'll need them:

Option	Use when…	Key action
Decision Site Calendar (most common)	The meeting exists on your Decision Site calendar and wasn't explicitly cancelled.	Click into the meeting in Decision Site and admit the Notetaker.
Create a new meeting record (rare)	The meeting was explicitly cancelled in Decision Site beforehand.	Add a new meeting record, paste the Teams link, and click Record.
Record in Teams, upload after (fallback)	Decision Site isn't accessible during the call, or you'd rather upload afterward.	Record in Teams, then upload the file to Decision Site once the call ends.

Option 1 — Decision Site Calendar:

1. While the meeting is running, open Decision Site in the background and go to My Calendar.
2. Find the in-progress meeting and click into it — you'll see a notification that the Notetaker will join the call.
3. A moment later, the Notetaker appears in the meeting lobby. Admit it, and recording begins immediately from that point. Teams will confirm the meeting is now being recorded.

Option 2 — Create a new meeting record: use this only if you previously cancelled the recording in Decision Site — cancelling removes the meeting from the platform entirely, even though it's still on your calendar in Outlook or Teams.

1. Join the Teams meeting as normal, then open the meeting invite and copy the Teams link.
2. In Decision Site, go to My Calendar and click + Add a Meeting — this creates a placeholder record with a default title and the current time.
3. Optionally fix the title and timing to match the real meeting.
4. Click Record — Decision Site pulls the Teams link from your clipboard automatically. Click Record again to confirm, and the Notetaker joins.

Option 3 — Record in Teams, upload after:

1. Start Teams' own built-in recording during the call.
2. After it ends, find the file — saved either to your computer or OneDrive, depending on your organization's Teams settings.
3. In Decision Site, go to the relevant calendar entry or Decision Site, click More Options, and select Upload Recording.
4. Select the file. Processing usually takes two to three minutes, depending on length — once it's done, the recording, transcript, and AI summary are all available in Decision Site.