When your Notetaker joins a meeting, participants should know it's recording. This article shows what participants see, how your Notetaker settings change that, and simple ways to tell everyone in the call.
You're always responsible for telling participants a meeting is recorded. Recording rules vary by location, so check what applies to you.
What participants see when the Notetaker joins
With video on (default)
Notetaker tile: the Notetaker appears as a participant with its own video tile, showing your branding.
Chat message: by default, the Notetaker posts a message in the meeting chat when it joins, letting participants know the meeting is being recorded.
In large meetings, the meeting platform may not show every participant's video, so some people may not see the Notetaker's tile even with video on.
With video off
No video tile: depending on the meeting platform, the Notetaker shows a default avatar or just its name, like a participant with their camera off.
Chat message only: if chat messages are on, the chat message is the only notice from the Notetaker.
No notice at all: if chat messages are also turned off, the Notetaker gives participants no notice that the meeting is being recorded.
People who join after the Notetaker won't see its chat message. With video off, they may not notice the Notetaker at all, so make sure they're told another way.
Turn the Notetaker video on or off
This setting is available on the Pro plan and above. Only the account owner and admins can change it.
Click your name in the bottom-left corner of your dashboard.
Click Settings.
Click Brand kit.
Turn Thumbnail on or off.
Click Save changes.
If your changes make the Notetaker easier to miss, you'll be asked to confirm before saving. Click Save changes to confirm, or Cancel to keep your current settings.
For the other branding options, like the Notetaker name and chat messages, see Customize your Notetaker branding.
Ways to let participants know
The Notetaker helps, but it can't reach everyone. A few simple habits cover the gaps:
Leave chat messages on: the chat message is the Notetaker's main notice, especially with video off.
Keep the recording notice in your chat message: if you write a custom chat message, make sure it still says the meeting is being recorded.
Use a name people will recognize: a Notetaker name that makes its purpose clear is easier to spot than a person's name.
Add a line to the invite: mention in the calendar invite that the meeting will be recorded.
Say it at the start: tell participants out loud when the meeting begins, and again if someone joins late.
Frequently asked questions
Can I turn off the Notetaker video on my plan?
The video setting is available on the Pro plan and above. On lower plans, the Notetaker always joins with video. See Plans and pricing for details.
Does turning off the video stop the Notetaker recording video?
No. Thumbnail only controls what participants see. What the Notetaker records is set separately with the Recording type setting, where you can choose audio only.
Why am I asked to confirm when I save my Brand kit settings?
You'll see a confirmation when you save any of these changes: turning off Thumbnail, turning off Chat messages, or changing the default When recording starts automatically message. Each one makes it harder for participants to notice they're being recorded. Clicking Save changes confirms you'll let them know another way. You won't see it when turning these settings back on or restoring the default message.
Do people who join late see the chat message?
No. The chat message is posted when the Notetaker joins, so anyone arriving later won't see it. Tell them yourself when they join.
Questions?
If something isn't covered here, don't hesitate to reach out by email at support@happyscribe.com