---
title: "Meeting Assistant"
description: "The Meeting Assistant joins Zoom, Google Meet, Microsoft Teams and Webex calls to record, transcribe and summarize them."
---

> Documentation Index
> Fetch the complete documentation index at: https://docs.speakai.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Meeting Assistant

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](/help/meeting-assistant/auto-join/)**
- **[Customization](/help/meeting-assistant/customization/)**
- **[Exclusions](/help/meeting-assistant/exclusions/)**
- **[Folder routing](/help/meeting-assistant/folder-routing/)**
- **[Google Calendar](/help/meeting-assistant/google-calendar/)**
- **[Microsoft Calendar](/help/meeting-assistant/microsoft-calendar/)**
- **[Recording controls](/help/meeting-assistant/recording-controls/)**
- **[Summaries](/help/meeting-assistant/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:

1. Go to [Meeting Assistant](https://app.speakai.co/meeting-assistant)
1. Connect your **Google Calendar** or **Microsoft Outlook Calendar**
1. 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:

1. Click **Join Meeting** from the dashboard or Meeting Assistant page
1. Paste the meeting URL
1. The assistant joins within seconds

## Customizing your assistant

From [Meeting Assistant Preferences](https://app.speakai.co/meeting-assistant):

- **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:

1. Uploads the recording to your specified folder
1. Transcribes the audio
1. Runs AI analysis (keywords, sentiment, speakers)
1. 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](https://app.speakai.co/integrations/calendar/google) 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](https://calendly.com/speak-ai/demo?utm_source=docs&utm_campaign=book-demo) and we'll set it up on your own calls.

Source: https://docs.speakai.co/help/meeting-assistant/index.mdx