The Notetaker records, transcribes, and summarizes your meetings so you can stay present in the conversation. Add it to any call with a meeting link, or let it join meetings booked through your schedulers automatically.
Enabling the Notetaker
To enable the Notetaker:
Navigate to Notes in the main lefthand navigation menu.
Check the box to agree to the privacy policy.
Click Enable Notetaker.
A confirmation appears, and the Notetaker is ready to use.
Notetaker settings
To customize how the Notetaker joins and summarizes your meetings, go to Notes and click Notetaker settings. You can also reach the same page from Settings ➔ Notetaker.
Two toggles control the Notetaker's core behavior:
Automatically join meetings booked through my schedulers: when on, the Notetaker joins all meetings booked through your schedulers. You can always deny the Notetaker admission at the start of a call. This toggle is on by default.
Summarize meetings: when on, the Notetaker generates a summary after each meeting. This toggle is also on by default.
If Automatically join meetings booked through my schedulers is off, the Notetaker won't automatically join any future scheduled meetings. You can still add it to a meeting manually.
Customizing your summaries
Below the toggles, three settings shape how your meeting summaries read:
Business context: details about your business that help summaries stay relevant to your line of work. For example, list your core offerings by name so summaries refer to them correctly.
Summary style: choose a tone (Warm & conversational, Professional, Concise & direct, Detailed & thorough, or Casual & friendly) and a perspective (First person "I", "we" or Third person "the client").
Custom instructions: instructions the Notetaker follows when generating each summary, such as "Always include action items with owners and due dates."
When you're done, click Save at the top of the page.
The more detail you add to Business context and Custom instructions, the better your summaries will be.
Starting a Notetaker session
There are two ways to get the Notetaker into a meeting: let it join automatically through your schedulers, or add it manually with a meeting link.
Joining automatically through your schedulers
When auto-join is on, the Notetaker joins any meeting booked through a scheduler template that has video conferencing enabled.
In Notetaker settings, make sure Automatically join meetings booked through my schedulers is on.
Make sure your scheduler template has video conferencing enabled.
When a client books a meeting through the scheduler, the Notetaker joins the call automatically.
Admit the Notetaker when it arrives in the meeting's waiting room.
Each scheduler template displays a Notetaker On or Notetaker Off indicator showing whether the Notetaker will join meetings booked through it. This isn't a per-scheduler toggle. It reflects your auto-join setting, and the Manage in settings link takes you to it. Changing the setting applies to all future events across all of your scheduler templates.
Adding the Notetaker manually
You can add the Notetaker to any meeting by pasting in the meeting link. It works with Zoom, Google Meet, Microsoft Teams, Webex, GoTo, and Slack huddles.
Copy the meeting URL from your calendar invite or meeting details.
Click Start Notetaker (waveform icon) in the top right corner, or go to Notes ➔ Meeting notes and click Start Notetaker there.
Paste the link into the Meeting URL field.
Click Add notetaker to meeting.
Admit the Notetaker when it arrives in the meeting's waiting room.
The Notetaker joins the call like any other outside guest, appearing in the waiting room as "[Your name]'s Notetaker." Anyone in the meeting with permission to admit guests can let it in.
If you start the Notetaker from a project's Notes tab, the recording is automatically assigned to that project.
If no one admits the Notetaker to the meeting, it can't record.
Accessing and managing recordings
After a meeting ends, the recording, transcript, and summary are saved to Notes ➔ Meeting notes. Meetings assigned to a project also appear on that project's Notes tab.
Click any meeting to open it. Each meeting has two tabs:
Summary: an AI-generated summary, labeled Generated by Dubsado, with an Overview and Next steps.
Recording & Transcript: the video recording alongside a full transcript of the conversation.
Downloading, sharing, and deleting
From any recorded meeting, you can using the buttons in the top right of the page to:
Download the recording (down arrow icon).
Copy the recording link (squares icon).
Copy the transcript (squares icon).
Copy the summary (squares icon).
Delete the recording (trashcan icon).
Video recordings are permanently deleted 90 days after they're created and can't be recovered. Download any recordings you want to keep longer.
Assigning a meeting to a project
If a meeting wasn't booked through a scheduler tied to a project, you can assign it yourself. Click Add a project on the meeting and search for the project you want. You can change a meeting's project assignment at any time, even if it's already assigned to a project.
FAQ
Where can I find my recorded meetings?
All recorded meetings live in Notes ➔ Meeting notes. Meetings assigned to a project also appear on that project's Notes tab.
How long are video recordings stored?
Video recordings are stored for 90 days, then permanently deleted. They can't be recovered after that, so download any recordings you want to keep longer.
Can I keep the Notetaker out of a specific meeting?
Yes. The Notetaker waits to be admitted just like any other guest. Deny it admission at the start of the call and it won't record the meeting.
What types of meetings can the Notetaker join?
The Notetaker can join meetings booked through your Dubsado schedulers with video conferencing enabled, or any meeting where you paste in a link from Zoom, Google Meet, Microsoft Teams, Webex, GoTo, or Slack huddles.
What if a meeting isn't assigned to the right project?
You can assign a meeting to a project, or change its assignment, at any time. Open the meeting from Notes ➔ Meeting notes and select the project you want.
What does the Notetaker give me after a meeting?
Each recorded meeting includes a video recording (available for 90 days), a full transcript, and an AI-generated summary with an overview and suggested next steps.