Note Taker

The Spott Note Taker joins your online meetings, transcribes them in any language, and turns them into structured meeting notes.

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Quickstart

1. Connect your Microsoft Outlook or Google calendar under Settings → Accounts. Spott syncs your calendar on a rolling basis to identify upcoming online meetings.
2. Go to Settings → Calls and toggle Enable Spott Note Taker on.
3. Accept the terms and conditions.

Spott only joins meetings that include a valid Zoom, Teams, or Google Meet link.

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Turning the Note Taker on and off

The same toggle in Settings → Calls controls both directions. Switching Enable Spott Note Taker off immediately unschedules the bot from upcoming meetings and stops it being scheduled for new ones. Existing transcripts and summaries are kept. You do not have to choose once and live with it. Even with the Note Taker off, you can let it join a specific meeting by hand. For a step-by-step video, click here. You can also dial the Note Taker in mid-meeting, which is what you want when someone removed it or you forgot to switch it on. Use Dial in Note Taker from the meeting in Spott and it joins the call in progress.

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Turn it off for the whole workspace

The toggle above is per user. An admin can also switch the Note Taker off for everyone, for example while your company settles its policy on recording meetings: Settings → Features → Spott Note Taker → Note Taker Settings, then Enable Note Taker. It is on by default, changing it needs the permission to manage the workspace, and Spott asks you to confirm with “Turn off the Spott Note Taker?” While it is off:

• The bot is removed from every upcoming meeting. A meeting that is already running, or starts within about two minutes, keeps its bot.
• Each user’s Enable Spott Note Taker stays visible under Settings → Calls, but the workspace switch overrides it.
• Allow Note Taker to join and Dial in Note Taker disappear, so nobody can bring it into a meeting by hand.
• Transcripts and recordings you already have are kept.
• Call transcription from your phone integrations is not affected. It has its own settings.

Switch it back on and the bot is booked again for the users whose own setting is to join all meetings.

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Keep it out of a specific meeting

The bot joins any meeting you are an attendee of, which includes an invitation that was merely forwarded to you. That is how it turns up in a client meeting you were copied on but are not really part of.

• For one meeting, open that meeting in the calendar and deselect the note taker.
• By default, set Settings → Calls to Do not join by default, then switch it on per meeting, or dial it in once the call has started.

That setting is per user, with no workspace-wide off switch. Where a shared mailbox such as bookings@ holds a Spott seat, its own setting is what schedules the bot onto everything it books, so change it on that account rather than on yours. Two limits worth knowing. The Note Taker works on live calendar meetings only, so there is no way to upload an audio file and have it transcribed. And its display name and avatar are one setting for the whole workspace: every colleague’s Note Taker joins under the same name, so pick one that works for all of them. Changing it needs the Manage workspace permission, with meetings that are already scheduled keeping the avatar they were created with, so a new one shows up on new meetings only.

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How it works

Once enabled, the Note Taker will:

• Schedule the Spott bot to join the lobby of your future online meetings from your synced calendar. Meetings do not need to be created in Spott.
• Join when admitted by the organizer.
• Capture the meeting to transcribe what was said, regardless of language, and generate concise, structured meeting minutes. These appear in Spott typically 2 to 5 minutes after the meeting ends.

The summaries follow the insight templates you can customize in Settings, so the minutes come out in the structure your team wants rather than a generic recap. See insight templates. Summaries pick up salary, compensation and benefits discussed in the call, which for a recruiter is usually the part of an intake worth re-reading. As with any transcription, check the number against your own notes before you quote it back to a client or a candidate. Transcription is given your recruiting context to work from, so the words it most often got wrong, people’s and companies’ names, skills, and the job titles you are hiring for, come out right more often than a general-purpose transcript would manage. The Note Taker can be denied from the lobby, and once it is in the meeting you can remove it like any other attendee. You stay in control throughout.

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The meeting page

Every meeting gets its own page in Spott, laid out in two columns so you can read and listen at the same time.

• On the left, the recording, then Suggested actions picked up from the conversation, then Notes, where the meeting summary lands and where Add a manual note lets you write your own.
• On the right, the Details tab holds the meeting details (date, time, platform and join link), the Participants, and the Transcript. Next to it, Ask AI answers questions about the meeting.

The transcript follows the recording. Click any line and the player jumps to that moment and starts playing, with the line being spoken highlighted as it goes, so checking exactly what a candidate said about notice period takes one click instead of scrubbing through the video. This works when the meeting has a single recording and a single transcript.

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Who can read the notes

Where a conversation should not be written up at all, keep the Note Taker out of it in the first place, using the per-meeting opt-out above.

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Video recording

Admins can decide whether video recording is enabled for the whole workspace with the Enable Video Recording setting. When disabled, new meeting videos are not stored. Individual recordings can also be deleted per meeting; deletion is permanent. To share a meeting with a client, download the transcript or the video from the note and send it on yourself. There is no way to give someone outside your workspace access to the note.

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Troubleshooting

The meeting page tells you what happened in place of the recording: When transcription itself fails, the Transcript section says No transcript available and offers Try again, which processes the recording once more.