Meeting Recorder
Meeting Recorder gives your company named recording bots that join Zoom, Google Meet, and Microsoft Teams calls — then transcribe the audio, write an AI summary, email participants a recap, and land everything in an AutessaDB table your agents can use.
What it's for
Instead of taking notes, you invite a bot. Each meeting produces a video (or audio) recording, a transcript, and a Markdown summary you can share with anyone via a tokenized link — and because every recording is a row in AutessaDB, you can chat with the transcript, trigger follow-up automation, or query meetings like any other data.
Navigating here
From the dashboard, select Meeting Recorder in the sidebar to open the Meeting bots list. The feature is permission-gated, so it only appears for companies with Meeting Recorder enabled.
Key concepts
- Bots — a bot is a named recorder with its own email address. Invite that email to a meeting (or paste a meeting URL) and the bot joins and records. The display name is what meeting participants see. Each bot owns its own AutessaDB recordings table, a summarizer agent, and its automation tools; deleting the bot deletes them too.
- Bot identity — the default is an Autessa-hosted alias like
yourname-xxxxxx@bot.autessa.com(zero setup). Advanced options let you connect a Google Workspace / Microsoft 365 mailbox, or run the bot on your own subdomain (bot.your-company.com) after verifying DNS records. - Calendar auto-record — link your Google Calendar or Outlook connectors to a bot and choose, per calendar: Manual — only when I pick, Auto-record every meeting, or Only meetings matching keywords (matched against meeting titles). You can also have the bot added to the calendar invite so attendees see it coming.
- Recording lifecycle — recordings move through Scheduled → Joining → Recording → Processing → Done. The pipeline extracts audio, transcribes, summarizes, notifies participants, and applies retention: recordings are automatically purged after about 180 days.
- What lands — video/audio media, a transcript, an AI summary, and the participant list, all on an AutessaDB row you can open directly. A "Chat with transcript" panel lets you ask questions about any recording.
- Customizing the summary — each bot's summary is generated by its own editable LLM Call tool, named
meeting_recorder_summarize_llm_<bot-id>in your Tools list. Open it and edit the prompt template (it receives the transcript, participants, and language as@@{...}arguments) to change the structure, tone, or language of every future summary that bot writes — sections, action-item formats, whatever you need. - Share links — tokenized public links (optionally protected with an emailed one-time code and an expiry) let anyone view the summary, play the media, and read the transcript without an Autessa account. Links can be revoked at any time.
How to create a bot
- Open Meeting Recorder in the sidebar and click to create a new bot.
- Give the bot a display name — this is the name participants see when it joins a call.
- Pick an email identity. The recommended Autessa-hosted address works instantly; Show advanced options offers Workspace OAuth and your-own-subdomain setups.
- Optionally link calendars and pick an auto-record mode per calendar.
- Review and create. The bot's email address is ready to invite to meetings.
How to record a meeting
- By invite — add the bot's email address to the meeting invite, exactly like a human attendee.
- By URL — on the bot's page, click Paste URL, paste the Zoom / Meet / Teams link, and optionally set a join time.
- From your calendar — on the Upcoming tab, click Add bot next to any event in the next 24 hours.
- Automatically — set a linked calendar to auto-record or keyword mode and the bot dispatches itself.
- You can also Upload recording to run an existing MP4/MOV/MKV/WEBM/AVI or MP3/M4A/WAV file through the same transcription and summary pipeline.
How to share a recording
- Open the recording from the bot's Recordings tab.
- Use Share with recipients to email each person a tokenized link, or Copy link for a link you can paste anywhere — optionally with an expiry and a one-time-code requirement.
- Track and revoke links on the Share links tab; Revoke all kills every outstanding link at once.
Auto-record runs against the bot owner's linked calendars. Teammates using a shared bot should connect their own calendars or invite the bot's email directly.
Sharing and access levels
Bots follow the standard sharing shape — every bot starts private to its creator; share it with specific teammates, each at their own level, or company-wide at a single level — but use their own three levels rather than the standard four:
| Level | What it lets a teammate do |
|---|---|
| Viewer | See the bot and its recordings — transcripts, summaries, media |
| Editor | Operate it — dispatch and upload recordings, retry processing, share recordings and links, manage calendar auto-record |
| Admin | Manage the bot itself — share it and delete it |
The owner always has Admin implicitly. This is separate from public share links, which give people outside Autessa access to a single recording. See access levels for the general model.
Under the hood — tools, agents, tables & jobs
Meeting Recorder is a fully agentic feature: each bot is assembled from Autessa's standard tools, agents, AutessaDB triggers, and scheduled-job primitives, so you can inspect, disable, edit, or build on top of any part of it. Some resources are shared across all your bots; others are created per bot (their names end in the bot's short id).
These resources are auto-provisioned when you create a bot and are meant to be inspected and tweaked, not hand-deleted one by one. Deleting a bot deletes its own tools, agents, triggers, scheduled jobs, and recordings table in one cascade. To simply stop a bot, disable it rather than deleting pieces.
Tools
Find these in your Tools list.
| Tool | Type | What it does |
|---|---|---|
autessa_extract_audio | Extract Audio | Transcodes a recording's video/audio into a clean audio file for transcription. Shared. |
autessa_transcribe_audio | Transcribe | Speech-to-text on the extracted audio → transcript. Shared. |
meeting_recorder_search_old_summaries | AutessaDB Semantic Query | Semantic search across your past meeting summaries (used by the internal chat agent). Shared. |
meeting_recorder_summarize_llm_<bot> | LLM Call | The editable summarizer. Its prompt template (Big Picture, Highlights, Objections, Action Items by person, Goal for next call) is what shapes every summary this bot writes — edit it to change structure, tone, or language. |
meeting_recorder_retention_delete_<bot> | AutessaDB Delete | The retention purge. Preconfigured to delete recordings older than the retention window (unless marked legal hold). Edit its filters to keep recordings longer or shorter. |
meeting_recorder_notify_participants_<bot> | Notify | Emails participants the recap with a share link. System-managed. |
| Three AutessaScript orchestrators | AutessaScript | Drive the pipeline stages — extract audio, transcribe, and summarize-and-notify — each invoked by the matching trigger below. |
Agents
Both live in your Agents list and answer questions grounded in a recording's transcript. Edit their instructions to change how "Chat with transcript" behaves.
| Agent | What it does |
|---|---|
meeting_recorder_chat_with_transcript | The internal chat agent for the signed-in recording view. Has the semantic-search tool attached for cross-meeting context. |
meeting_recorder_public_chat_with_transcript | The public chat agent for share-link viewers. Same grounding rules but no tools attached, so it can't reach other meetings' data. |
Tables
The recordings themselves live in a per-bot AutessaDB table with columns for the video/audio media, transcript, summary, participants, status, start time, and a legal-hold flag — this is the table the tools and triggers read and write. Behind it, a set of control-plane tables track each bot's config (meeting_recorder_config, including its is_enabled flag, retention window, quotas, and the ids of all its provisioned resources), its linked calendars, share tokens, usage minutes, connector health, and a webhook/event log.
AutessaDB triggers
These per-bot triggers fire the pipeline as each stage's data lands on a recording row. Disable one to pause that stage.
| Trigger | Fires when | Runs |
|---|---|---|
| Extract audio | A recording's video arrives | The extract-audio orchestrator |
| Transcribe | The audio is ready | The transcribe orchestrator |
| Summarize & notify | The transcript is ready | The summarize-and-notify orchestrator (writes the summary and emails participants) |
Scheduled jobs
Find these in Scheduled Jobs.
| Job | Schedule | What it does |
|---|---|---|
| Retention purge | Weekly (Sun 03:00 UTC) | Runs the retention-delete tool to purge recordings past the retention window. |
| Calendar scan | Every 30 minutes | Checks linked calendars and dispatches the bot to auto-record meetings. |
| Connector health check | Hourly | Refreshes the bot's calendar/email OAuth connection so it keeps working. |
Disabling the feature
The whole feature is gated by the MEETING_RECORDER company permission — turn that off to remove it for a company. To stop an individual bot without deleting it, disable it (its scheduled jobs stop with it). To tweak rather than disable, edit the summarizer prompt, retention filters, triggers, or schedules through the standard UIs above.