# AI Note Taker for meetings

> Automatic recording, transcripts and structured minutes for your Meet, Teams and Zoom calls.

_Collection: Email, Calendar & Meetings (email-calendar) — Kepler Help Center. Canonical: https://keplercrm.com/support/articles/ai-note-taker/_

Flip one switch and Kepler covers your online meetings: it records, transcribes, and generates structured minutes — attached to the meeting and linked to the relevant records.

## Turning it on

  - Connect your calendar (see [Calendar & scheduling](/support/articles/calendar-sync/)).

  - Go to **Settings → Note taker** and turn on the switch at the top of the page, which reads **Not recording your meetings** while it's off. The first time, read the **Note taker terms** and choose **Accept and turn on**.

  - From then on, upcoming calendar meetings with a valid video link are covered automatically. Kepler checks your calendar straight away, then for new meetings every 15 minutes.

Once it's on, the same page shows **Which meetings**, the guest name, the Zoom connection and the minutes template.

## How each platform is covered

| Platform | How it works |
| --- | --- |
| Google Meet / Microsoft Teams | A note-taker bot joins the call as a visible participant — admit it from the lobby like anyone else. Set the name it appears under in Settings → Note taker → Guest name in Meet and Teams . |
| Zoom | The same bot, under the same name, joins once you connect Zoom on the same page. It joins on your behalf, so Zoom only admits it while you are in the meeting. |

For Zoom, connect your Zoom account under **Settings → Note taker** and join with that account. See [Connect Zoom for meeting notes](/support/articles/zoom-meeting-notes/). If the Zoom row says **Coming soon. Zoom is reviewing the Kepler app.**, Zoom isn't available for your workspace yet; Meet and Teams work as normal.

If several teammates have the Note Taker enabled for the same meeting, only one bot attends.

## Send the note taker to a meeting link

For a meeting that is not on your connected calendar, open **Calls**, select **Send note taker**, paste a Zoom, Google Meet or Microsoft Teams meeting link (or the whole invite), and send. The button appears once the note taker is turned on. Zoom links must be meeting links of the form `zoom.us/j/…`; personal-room and webinar links aren't accepted. For Zoom, connect Zoom and join with that account. Admit the note taker if the meeting has a waiting room and allow recording when requested. The recording, transcript and notes appear under Calls after processing.

## Choosing what gets recorded

Once the note taker is on, the **Which meetings** setting under **Settings → Note taker** controls coverage:

  - **External only** (the default) — only meetings with at least one participant outside your company's email domains, so internal stand-ups stay off the record.

  - **All online meetings** — every eligible meeting on your calendar.

## Meeting statuses

Recorded meetings appear on **Calls**, where you can filter them by status: **Notes ready**, **Processing**, **Failed** or **Denied entry**. **Denied entry** means the note taker wasn't admitted, so the meeting wasn't recorded. **Failed** means the note taker couldn't finish processing the meeting.

The note taker leaves on its own when everyone else has left (after 3 minutes alone), after 15 minutes of silence once it has been in the meeting for 20 minutes, or after 4 hours.

## What you get

  - **Structured minutes** — summary, key points, action items — usually a few minutes after the meeting ends, with **Copy minutes**.

  - **Full transcript** — speaker-attributed and searchable on the call's page.

  - **Recording playback** — via a secure, short-lived link.

  - **Exports** — **Transcript (.txt)**, **Transcript (.json)** and **Minutes (.md)**, for people whose role can export data.

Recent notes are listed on the Calls page, where you can search by meeting title and filter by status. If a call shows **Some artifacts failed to store**, choose **Retry**. Users with permission to delete activities can permanently remove a meeting's recording, transcript and minutes with **Delete meeting data**; the dialog lists any record values AI filled in from the meeting so you can keep or undo them.

## Why did my meeting not record?

  - Check that the switch at the top of **Settings → Note taker** is on and the meeting is on your connected calendar with a supported video link.

  - Check **Which meetings**. External only excludes meetings with no external attendees.

  - For Meet or Teams, check the meeting status and admit the bot from the lobby. Denied entry means it could not join.

  - For Zoom, check the connection under Settings → Note taker and join with the Zoom account you connected. Admit the bot and allow recording when Zoom requests permission.

  - If capture finished but notes are still processing, check Calls. A missing playback recording does not necessarily mean the transcript or minutes are missing.

## Shaping the minutes

The **Template** under **Minutes** on **Settings → Note taker** takes free-text instructions for how minutes should be written — the sections you want, the tone, the facts to always extract ("always capture salary expectations and notice period"). **Reset to default** brings back Kepler's template. Insights from meetings also feed the same AI review flows as email: follow-up tasks and record updates can be proposed from what was said — always subject to your approval in [Notifications](/support/articles/ai-suggestions/).

## Etiquette and consent

On Zoom, Meet and Teams, the bot appears as a named participant. Tell attendees that the meeting is being recorded and get consent where required. Don't need coverage for a sensitive call? Change **Which meetings**, or turn the note taker off, before the meeting starts.

> **WARN:** On Meet and Teams, the note taker can only record if someone admits it from the waiting room. If it shows Denied entry , that's almost always what happened.