---
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.

![The Meeting Assistant screen in Speak, with Capture Live Meeting and Assistant Preferences buttons at the top right and a Connect Calendar prompt under the heading. Three cards sit below: Capture every call automatically with Connect to Google and Connect to Outlook buttons, Join Live Meeting, and Already have a file? with an Upload File button.](/help/media/meeting-assistant/meeting-assistant-index.jpg)
- **[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/)**

## Supported platforms

The Meeting Assistant works with:

- **Zoom**- **Google Meet**- **Microsoft Teams**- **Webex**

## Set up auto-join

Connect your calendar so the Meeting Assistant joins your calls on its own:

1. Go to [Meeting Assistant](https://app.speakai.co/meeting-assistant)
1. Select **Connect to Google** or **Connect to Outlook**
1. Open **Assistant Preferences**, select the **Auto Join Settings** tab, and choose a rule for each platform

### Auto-join options, per platform

Every platform gets its own dropdown, and each one offers the same five choices:

- **All Meetings** - join every calendar event with that platform's link
- **None (Manual only)** - never auto-join, send the assistant yourself instead
- **Only when I'm the host** - join only the meetings you organize
- **Only meetings where I invite the assistant** - join only events you have added the assistant to
- **When team members attend (not as host)** - join when a teammate is on the call and you are not hosting

### Filtering meetings

The **Exclude Join Conditions** tab keeps your own assistant out of meetings the rule would otherwise catch. It matches on:

- **Meeting titles** - meetings with these words in the title are not joined
- **Attendees Emails** - meetings with these attendees are not joined

For example, skip all events titled "Lunch" or "Personal". Admins can also set company-wide rules under **Global Settings**, covered in [exclusions](/help/meeting-assistant/exclusions/).

## 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 needed

You can also have the assistant join any meeting on demand:

1. Select **Meeting** in the Quick Actions panel on the dashboard, or **Capture Live Meeting** on the Meeting Assistant page
1. Fill in **Meeting Title** and paste the meeting URL
1. The assistant joins within seconds

## Scheduling versus recording

The Meeting Assistant records meetings that are already on your calendar. It does not book them, so it is not a replacement for a scheduling tool like Calendly. The two jobs fit together: a client books a slot with your booking tool, the event lands on your Google or Outlook calendar, and Speak AI sees it there and joins to record.

## Customizing your assistant

Select **Assistant Preferences** on the [Meeting Assistant page](https://app.speakai.co/meeting-assistant). The dialog has a tab for each area:

- **Customize:** set **Assistant Name** and **Assistant Image**, plus **Recording Mode** and **Screen share recording**. Needs the **Branded Media Sharing** add-on. See [customization](/help/meeting-assistant/customization/).
- **Share Media Player With:** control who gets the recording afterwards, with **All Attendees**, **Host Only** or **Disabled**
- **Meeting Routing to Folder:** choose where recordings are saved, with routing rules by event title. See [folder routing](/help/meeting-assistant/folder-routing/).
- **Exclude Join Conditions:** keep your assistant out of meetings by title or attendee
- **Live Transcription** and **Live Translation:** follow the call as it happens
- **Global Settings:** company-wide rules, for admins. See [exclusions](/help/meeting-assistant/exclusions/).

## During the meeting

- The assistant joins and begins recording automatically
- You can pause and resume recording at any time. See [recording controls](/help/meeting-assistant/recording-controls/).
- Live transcription is available during the call once you turn it on

## 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

## When the assistant does not join

- **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, and check that the event title does not match one of your filters.
- **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 needs the **Branded Media Sharing** add-on.

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