Setting Up Your Bot Overview

Every Teamspace comes with its own bot, automatically provisioned the moment the Teamspace is created — there's nothing to set up manually. This guide covers finding your bot, inviting it to meetings, and understanding how it behaves.

What is the bot?

The Meetingz.ai bot is an AI participant that joins your meetings, records audio and video, generates a transcript, and produces an AI summary. It joins via a calendar invite — no software needs to be installed on attendees' computers. Each Teamspace has exactly one bot, provisioned automatically — bots can't be created manually, and that one bot can attend multiple meetings concurrently, so there's no need for more than one per Teamspace.

Step 1 — Find your bot's email address

The bot's email address is shown in Teamspace Settings → Bots. It's also one click away via the Copy Scribe link widget in the bottom-left of the navigation, available on every page.

Step 2 — Invite the bot to a meeting

Google Meet

1. Open or create the meeting in Google Calendar.

2. Add the bot email as a guest.

3. Save the event.

Microsoft Teams

1. Open or create the meeting in Outlook Calendar.

2. Add the bot email as an invitee.

3. Send the updated invite.

Zoom

1. Open or create the meeting in your calendar.

2. Add the bot email as an invitee.

3. Save the event.

The bot will join at the scheduled start time and wait in the meeting lobby/waiting room to be admitted, unless your organization has waiting rooms disabled. Once it joins, it sends a message in the meeting chat to make its presence clear. If a meeting is already in progress, you can also prompt the bot to join immediately using the persistent Add bot to live meeting widget in the navigation, or the Force Join button on that meeting's detail page. Force Join will warn you first if a bot may already be present, since forcing a second bot into the call can duplicate the recording.

Step 3 — During the meeting

The bot will appear as a participant with its configured name. It records audio and, where available, video. Attendees will be able to see the bot in the participant list.

Step 4 — After the meeting

Once the meeting ends, the bot leaves automatically. Meetingz.ai then processes the recording:

• Generates a transcript

• Produces an AI meeting summary

• Sends a digest email to configured recipients

• Makes the meeting available in your Library

Processing typically completes within 90 seconds.

Deactivating your bot

If you no longer want your Teamspace's bot to join meetings, go to Teamspace Settings → Bots and click Deactivate. A deactivated bot will not join any future meetings, even if it has been invited.

Notes

• Multiple bots at the account level: an account with more than one Teamspace will have more than one bot — one per Teamspace, automatically. This isn't something you configure directly; it follows your Teamspace count. To get another bot, create another Teamspace.

• Waiting rooms: Some meeting platforms require the bot to be admitted from a waiting room. Ensure your meeting settings allow external participants, or designate someone to admit the bot.

• Recording consent: Check your local laws and company policy regarding meeting recording consent. It is your responsibility to inform attendees that the meeting is being recorded.