You can invite the Notetaker to a meeting in two ways.
From the Upcoming Tab
If you've connected your Google or Outlook calendar, your upcoming meetings appear in the Upcoming tab.
Go to Project Management > Meetings and open the Upcoming tab.
Find the meeting in the list and flip the Notetaker toggle to on.
Optionally, link the meeting to a project or deal from the same row.
The bot will join automatically at the scheduled start time, 5 minutes early.
📌 The Notetaker toggle is off by default. You need to turn it on manually for each meeting you want to record.
Supported Calendar and Platform Combinations
Productive detects meeting URLs from your calendar events automatically, but only when the video call link is added as a conference call in the event, not in the location or description field.
Here's what's supported:
Google Calendar + Google Meet: the link is added automatically when you create a Meet event
Google Calendar + Microsoft Teams: supported; use the Microsoft Teams Meeting add-in for Google Calendar to ensure the link is added correctly
Google Calendar + Zoom: supported; use the Zoom add-on for Google Calendar to ensure the link is added to the conference section correctly
Outlook Calendar + Microsoft Teams: supported; Teams has a dedicated field in Outlook
Outlook Calendar + Zoom or Google Meet: not supported via the Upcoming tab; use Add to call and paste the URL manually instead (see below)
By Adding a Meeting URL Manually
Use this option for ad-hoc meetings or to send the Notetaker to a call without a calendar connection.
You can quickly send the Notetaker to a call in two ways.
1) From Project Management > Meetings, click Add to call.
2) From anywhere in the app, click + and select Invite notetaker.
Paste the meeting URL. Supported platforms: Zoom, Google Meet, and Microsoft Teams. Click Confirm to add the meeting.
The Notetaker joins the call immediately. Once the recording is done, the meeting appears in your Recorded tab.
📌 You cannot have multiple active recordings for the same meeting URL at the same time.
If someone else from your organization has already sent the Notetaker to the same call, you'll see an error when trying to do the same. Ask them to share the recording with you once the call ends.
Canceling Before the Meeting Starts
While a meeting is still pending, you can turn the Notetaker toggle off: the bot will be removed and won't join the call.
Once the meeting is in progress, the toggle is locked and the recording cannot be stopped.
What to Expect During and After the Meeting
The Productive Notetaker bot joins as a participant. Other participants can see it in the meeting. When it joins, it sends the following message: "Hi, I am Productive Notetaker. This meeting is being transcribed."
Once the call ends, Productive processes the recording and generates the transcript and notes. This takes a few minutes. The meeting appears in the Recorded tab once everything is ready.
📌 If the bot fails to join, the meeting won't appear in your Recorded tab. Check that the meeting URL was correct and try again.
Linking a Meeting to a Project or Deal
You can link a meeting to a project or a deal when adding it, or from inside the recording.
📌 If you don't link a meeting to a project or a deal, it's still saved and accessible from the Meetings list.
To unlink, click the X button next to the linked project or deal.
Notetaker Settings
Go to Settings > Notetaker to customize:
Display name: how the bot appears to other meeting participants
Join message: the message the bot sends when it joins the call
👉 Once the recording is complete: Viewing Meeting Recordings, Transcripts, and Notes
