Getting started
Connect your calendar
Link your Google Calendar or Outlook Calendar to HappyScribe to enable automatic scheduling by clicking on Home and selecting your calendar preference:
Notetaker recording controls
Flexible joining options
Customize when the notetaker should join your meetings by clicking on "My meetings" in your workspace settings and selecting your preferred option under "Notetaker auto-joins":
You can also manually invite the Notetaker by clicking on "Home", then "Record online meeting" quick action and pasting the meeting link into the Notetakers’s input field:
Control when the Notetaker starts recording
Customize when the Notetaker should start recording your meetings by clicking on "My meetings" in your workspace settings and selecting your preferred option under the "Notetaker starts recording":
Meeting summaries
Control who receives the meeting summary by clicking on "My meetings" in your workspace settings and selecting your preferred option under "Share meeting summary via email":
Control who can view your meeting transcripts
Control who can view meeting transcripts by clicking on "My meetings" in your workspace settings and selecting your preferred option under "Access to transcritps":
You now have four visibility options for each meeting:
Only me: the transcript is private to you (and only accessible to you).
Only me and participants: the transcript is shared only with the participants of that meeting.
All workspace members: the transcript is visible to everyone in your workspace.
Anyone with the link: anyone with the direct link can view it
Depending on the selected visibility:
If you choose Only me (or Only me and participants), the transcript will be saved in a “Meetings” folder within your Private area.
If All workspace members is chosen by any participant, the transcript will be stored in the workspace’s “Meetings” folder under All files
⚠️ If any participant sets visibility to "All workspace members", the transcript is stored in the workspace’s Meetings folder in the All files area
💡 Only participants from the same workspace are taken into account when deciding where to save a meeting transcript. Meeting participants who are not part of the workspace receive summaries and can only access the meeting via a shared link
You can check and update meeting visibility in the 📆Meetings table — individually or in bulk — to set them as public or private:
Where are my meetings saved?
If you set "Everyone in workspace" in the "Access to transcripts" setting, your transcribed meetings are automatically saved in your workspace Library.
If you set "Only me and workspace participants" in the "Access to transcripts" setting, your transcribed meetings are automatically saved in your Library > Private folder.
This folder will be automatically created once you set the Notetaker up and you have your first meeting with "Only me and participants" in the "Who can view my meeting transcripts" setting:
During a meeting
Bot name: The Notetaker appears in the meeting under the name of the user who configured it
Host permissions: The meeting host must (1) admit the Notetaker into the call and (2) grant it recording permissions. Both steps are needed, admitting the Notetaker on its own is not enough to start recording.
Recording features:
Captures video and audio
Identifies and notes speaker names
⚠️ "In Call" doesn't mean "Recording"
The Notetaker can be admitted to a meeting and still not be recording. Recording only starts once the host (or a co-host) grants the Notetaker permission to record. On some meeting platforms (e.g. Zoom), the host needs to explicitly allow the bot to record, otherwise it will sit in the call without capturing anything.
How to confirm the recording is active: look for the Recording tile on the Notetaker's video feed. If you can see the Recording indicator, you're covered. If you only see the Notetaker tile without it, the meeting is not being recorded yet, ask the host to grant recording permissions.
Notetaker in-call controls
Users can also control the Notetaker via the chat while on a call.
Type "!help" for controls
Type "!pause" to pause the recording
Type "!resume" to resume the recording
Type "!remove" to remove the Notetaker from the meeting (this also stops and saves any in-progress recording)
After the meeting
Recap delivery: You’ll receive an email with a detailed transcript and summary of the meeting
Convenient access: Review, download, and share the meeting notes directly from the email or your Happy Scribe account
Quick Tips
Ensure the Notetaker is invited to the meeting to avoid disruptions
Admit the bot promptly when notified to start recording without delays
Review your email recap after each meeting to stay on top of action items and insights
Troubleshooting
The Notetaker isn’t joining my meetings automatically.
Ensure your Google or Outlook Calendar is correctly linked to Happy Scribe.
Check if the meeting has a valid video conference link (Zoom, Google Meet, or Microsoft Teams)
Verify your user preferences to confirm the notetaker is set to join automatically
The Notetaker wasn’t admitted to the meeting.
The host must manually admit the notetaker when it joins. Make sure the host is aware and ready to allow the notetaker into the meeting
The Notetaker didn’t record the meeting.
Ensure the host admitted the bot to the meeting
Confirm that the host granted recording permissions. Look for the Recording tile on the Notetaker's video feed during the meeting to verify recording was active.
Check your Meetings folder
If you can’t still find the transcript, contact support@happyscribe.com for help
I didn’t receive an email recap.
Verify that your email address is correctly configured in HappyScribe
Look for the recap in your spam or junk folder
The bot doesn’t appear under my name in the meeting.
Confirm that the bot is linked to your HappyScribe account
Reconfigure the bot under your account settings if necessary
Someone else’s bot may have joined instead. We only allow one bot per meeting. Make sure you ask them to share the meeting recording with you after
The transcript has incorrect speaker names.
Speaker identification relies on audio clarity. Ensure participants are using good-quality microphones
Background noise may affect the accuracy of speaker recognition
You can select or edit the speaker names from the speaker labels in the transcript
Frequently Asked Questions
Which platforms does the notetaker support?
The notetaker works with Zoom, Google Meet, and Microsoft Teams
Which languages are supported?
The AI Notetaker supports many languages used in international meetings.
👉 View the up-to-date supported languages list here.What happens if I don’t admit the bot?
The bot won’t be able to record the meeting unless admitted by the host
What languages does the notetaker support?
The notetaker supports transcription in 60+ languages and dialects
How secure is my meeting data?
Happy Scribe uses encryption and secure storage for all recorded data. We’re also SOC 2 Type 2 certified. Refer to our Privacy Policy and Security pages for more details