Record your meetings

Once your calendar is connected, the ScanBiz assistant joins your video meetings for you and records them: they then sit in ScanBiz next to your calls and your emails. There is nothing to start before each meeting — you decide once and for all which ones are recorded.

Steps

1. Open Settings in the menu, section Calendar, then Set up my calendar.
2. Connect your calendar: Sign in with Google (Gmail, Google Workspace) or Sign in with Microsoft (Outlook, Microsoft 365, Teams). Finish connecting in the tab that opens: this page updates on its own.
3. AI assistant name: the name attendees see when it joins the meeting. Put your company name in it — that is what tells the others who this attendee is.
4. Send recordings to: the ScanBiz workspace that will receive the meetings.
5. Auto-recording rules: tick what the assistant should join — external meetings (an attendee from another email domain), internal ones, the ones you are not the organizer of, the recurring ones.
6. Restrictions (they override the rules above): ticked, these boxes remove meetings — "Record nothing I have not accepted in my calendar", "Record ONLY the meetings I organize". They always win over the block above.
7. Save. The Calendar preferences saved message confirms.
8. Check on Upcoming meetings: each line reads Will be recorded or Not recorded, with the reason. The Recordable filter keeps only the ones that will be; Refresh from the calendar reads your calendar again right away.

If something goes wrong

• "No video link in the invitation: the assistant cannot join": the assistant joins a video call, not a room. Add the Meet, Teams or Zoom link to the invitation.
• "Excluded by your auto-record rules": go through your boxes again, starting with the Restrictions — those are the ones that win.
• "You asked not to record this meeting": the meeting was taken out by hand; you can put it back on the meeting's line.
• A meeting does not show up at all: only the primary calendar of each connected account is watched. A meeting filed on a secondary or shared calendar will not be joined, whatever you ticked.
• "Could not start the calendar connection" or "Could not load your calendar settings": try again in a moment. If the message comes back, report it with the help button in the top bar.

Good to know

• You can connect Google and Microsoft at the same time: the Connected calendars list shows where each one stands.
• Disconnect calendar stops the automatic recordings and nothing else: the meetings already recorded stay readable, and you can reconnect at any time.
• A recorded meeting reads like a conversation — see Read a conversation — and counts in the Meetings figure of your dashboard.
• The assistant appears in the attendee list under the name you chose: the people you meet see it come in.
• If you cannot see the Calendar section in your Settings, your account is a Member: an Administrator in your organisation can set it up — see Organise your team.