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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.
The Note Taker settings in Settings > Calls
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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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.
  • Other participants can trigger the Note Taker. Even if you disabled it, the bot may join if another invited participant has automatic joining enabled.
  • Settings changes take time to apply to already-scheduled meetings.
  • You can disconnect Spott at any time to stop future meeting joins altogether.
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 changing its display name or avatar 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. 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.
A meeting note generated by the Note Taker

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Who can read the notes

Meeting notes are visible to everyone in your workspace by default, and that includes internal meetings between colleagues. A one-to-one about pay or performance is written up and readable by the team unless you delete the note afterwards.Deleting the note does not withdraw the meeting itself. The recording and transcript stay available to the people who were in the meeting through the calendar event, so deletion removes the note from Spott rather than the record of the conversation.
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

Note Taker not showing up? Make sure the calendar event has a valid Zoom, Teams, or Google Meet link and was created in the connected account. Meetings the Note Taker will join show a small camera icon in the Spott Calendar.Note Taker did not join? Check that the toggle is enabled and that the organizer did not reject it from the lobby.