The Meeting Assistant joins your Zoom, Google Meet, Microsoft Teams, and Webex calls, records them, and delivers speaker-labeled transcripts and summaries to your library. Connect a calendar once and it handles every meeting you tell it to.
- Auto-join
- Customization
- Exclusions
- Folder routing
- Google Calendar
- Microsoft Calendar
- Recording controls
- Summaries
Meeting Assistant: complete setup and usage guide
Supported platforms
The Meeting Assistant works with:
- Zoom
- Google Meet
- Microsoft Teams
- Webex
Setting up auto-join
Connect your calendar so the Meeting Assistant automatically joins your calls:
- Go to Meeting Assistant
- Connect your Google Calendar or Microsoft Outlook Calendar
- Configure auto-join settings for each platform
Auto-join options (per platform)
- All Calendar Events - Join every meeting with that platform’s link
- Host Only - Only join meetings you host
- Invited Assistant - Only join when assistant@speakai.co is explicitly invited to the event
- No Meetings - Don’t auto-join for this platform
Filtering meetings
Create filters to skip certain meetings:
- Filter by event title (contains or equals a keyword)
- Filter by attendee email
For example, skip all events titled “Lunch” or “Personal”.
Upcoming meetings
The Upcoming tab lists all events from your connected calendar for the next 7 days. This includes every calendar event, not only ones the Meeting Assistant has been confirmed for. Past events and events beyond the 7-day window are hidden automatically.
Each event row has a Record toggle that controls whether the assistant will join that specific meeting. The toggle is disabled for events that have no meeting link, the assistant can only join a call when a supported meeting URL is present in the calendar event.
Instant join (no calendar)
You can also have the assistant join any meeting on demand:
- Click Join Meeting from the dashboard or Meeting Assistant page
- Paste the meeting URL
- The assistant joins within seconds
Customizing your assistant
From Meeting Assistant Preferences:
- Name: Change from “Speak AI Assistant” to your preferred name
- Image: Upload a custom avatar
- Language: Set the transcription language
- Folder: Choose where recordings are saved (with routing rules by event title)
- Email summaries: Send to yourself, all attendees, or nobody
- Media sharing: Control who can view recordings (all attendees, team only, or private)
During the meeting
- The assistant joins and begins recording automatically
- You can pause and resume recording at any time
- Live transcription is available during the call
- The assistant sends a chat message when joining
After the meeting
Once the meeting ends, the assistant automatically:
- Uploads the recording to your specified folder
- Transcribes the audio
- Runs AI analysis (keywords, sentiment, speakers)
- Sends email notifications based on your settings
When the assistant leaves
The assistant leaves automatically when:
- All participants leave the meeting
- It’s stuck in the waiting room for more than 5 minutes
- No participants join within 10 minutes
- Silence is detected for more than 15 minutes
- The recording reaches the maximum duration
Troubleshooting
- Assistant didn’t join: Make sure the meeting URL is in the calendar event’s Location or Description field. Check your auto-join settings for that platform.
- Stuck in waiting room: The host needs to admit the assistant. It will wait up to 5 minutes before leaving.
- Recording permission denied: On Zoom, the host must grant recording permission. The assistant will leave after 30 seconds if denied.
- Meeting requires registration: The assistant cannot join meetings that require pre-registration or sign-in.
- Only bots detected: If only bots are in the meeting for 10+ minutes, the assistant will leave to save resources.
The Meeting Assistant is included free with all plans. Custom assistant name and image is available as a premium add-on.
Can Zoom’s scheduling features be used as an alternative to Calendly
Speak AI vs. Booking Tools
Overview
Speak AI’s Meeting Assistant is designed to automate the recording of your meetings. However, it’s important to understand that it does not replace the functionality of a dedicated booking tool like Calendly.
Think of it this way: Speak AI joins meetings that are already scheduled. You still need a separate system to allow people to book those meeting slots with you in the first place.
How It Works
Speak AI scans your integrated calendar (like Google Calendar or Outlook) for scheduled meetings. When it finds a meeting with a recognized link (e.g., a Zoom link), it automatically joins that meeting to record it.
Getting Started
To access this feature, go to Integrations → Calendar from side navigation.
Connect to your calendar which has meeting events
Clarification
Here’s how booking and recording work together:
- Booking: A client uses a tool like Calendly to book a time slot. This booked event then appears on your personal calendar (e.g., Google Calendar or Outlook).
- Recording: Speak AI monitors your calendar. When it detects a meeting with a joinable link, it automatically joins to record the session.
- Result: These two functions are complementary. Your booking tool handles scheduling, and Speak AI handles recording. They are not interchangeable.
Pro Tips
To ensure Speak AI can find and join your meetings, make sure that the meeting link (e.g., Zoom link) is included in either the “Location” or “Description” field of your calendar event.
Troubleshooting
If the bot did not join a meeting, check the following:
- “Bot didn’t join”: Verify if the meeting title matches any entries in your “Keywords to Ignore” list within the Meeting Assistant settings.
Related Prompts/Features
- Calendar Integration
- Meeting Assistant
Next Steps
Ready to ensure your meetings are automatically recorded?
- Login to your account and navigate to the Meeting Assistant settings.
- Integrate your calendar to allow Speak AI to detect your scheduled meetings.
- Configure your event details to include meeting links in the appropriate fields.
Need help? Contact our support team or check out our other guides.
Rolling this out to a team? Book a demo and we’ll set it up on your own calls.