Using Meeting Recorder Bot — Beta

Meeting Recorder Bot is a beta Zight feature that can join eligible meetings from your connected Google Calendar, record after it is admitted, and create a Zight meeting artifact with the video, transcript, AI summary, and next steps.

Demo

Before you start

• Meeting Recorder Bot is currently in beta and must be enabled for your account.
• Google Calendar is supported during beta.
• If you belong to multiple Zight organizations, recordings are saved to the organization where you connected Google Calendar, not the organization you are viewing when the meeting happens.
• Outlook calendar support is coming soon.
• The bot joins as a visible meeting participant.
• If your meeting has a lobby or waiting room, the host must admit the bot before it can record.
• If the bot is not admitted or is removed, it cannot record the meeting.

How recordings work with multiple Zight organizations

If you belong to more than one Zight organization, Meeting Recorder Bot saves recordings to the organization where you connected your Google Calendar. It does not change based on the organization you are viewing when the meeting happens.

• At calendar connection time: Zight remembers the organization you are currently viewing when you select Connect Calendar and complete the Google OAuth flow.
• At recording time: Meeting Recorder Bot creates the meeting recording in that connected-calendar organization, even if you switch to another Zight organization before or during the meeting.
• One calendar connection per user: A user can have one connected calendar for Meeting Recorder Bot. Calendar connections are not managed separately per organization.
• Reconnecting without disconnecting does not move the destination organization: If your calendar is already connected, running the OAuth flow again does not change which organization receives recordings.
• To move future recordings to another organization: Disconnect your calendar, switch to the Zight organization where future recordings should be saved, then reconnect Google Calendar from the Meetings section.

If a calendar connection is removed before Zight finishes processing a meeting, Zight may fall back to the user’s last-accessed organization. If a recording appears in the wrong organization, contact Zight Support and include the meeting time, connected calendar account, and expected organization.

What Meeting Recorder Bot does

• Connects to your Google Calendar from the Zight Meetings section.
• Finds eligible upcoming meetings from your connected calendar.
• Automatically sends a visible Zight meeting bot to join meetings when auto-recording is enabled.
• Waits in the meeting lobby or waiting room when the meeting platform requires host approval.
• Creates a Zight meeting artifact after the meeting with the recording, transcript, AI summary, and next steps.
• Makes the meeting available from the Meetings section and All Files.
• Lets you share the Zight link with teammates or export the summary to supported tools such as Confluence.

Supported calendars and meeting apps

• Calendar support: Google Calendar is supported during the beta.
• Coming soon: Outlook calendar support is planned but not yet available.
• Access: This feature must be enabled for your account before you can use it.

The bot can join eligible meetings detected from your connected Google Calendar. In Google Meet, for example, the bot appears as a visible participant and waits in the lobby if host approval is required.

Set up Meeting Recorder Bot

1. Open Zight in your browser.
2. Select Meetings from the left sidebar.
3. Select Connect Calendar.
4. Choose Google Calendar and complete the connection flow.
5. Enable Auto record meetings.
6. When an eligible calendar meeting starts, the Zight bot attempts to join the meeting.
7. If the meeting has a waiting room or lobby, the host must admit the bot before it can record.
8. After the meeting ends, wait a few minutes for Zight to process the recording and AI outputs.

Auto-record settings

After connecting Google Calendar, enable Auto record meetings from the Meetings section. When auto-record is enabled, Zight can attempt to send the bot to eligible upcoming meetings from your calendar. Turn auto-record off if you do not want Zight to automatically send the bot to meetings.

What hosts and participants see

The bot joins as a visible meeting participant. In Google Meet, for example, the bot may appear as a Zight note taker or meeting recorder participant. If the meeting requires approval to join, the bot waits in the lobby until a host admits it.

If the bot is not admitted, it cannot record the meeting. Hosts can also deny entry or remove the bot from the meeting, just like other meeting participants.

Privacy and consent notes

• The bot is visible. It does not join secretly.
• Waiting rooms still apply. If the meeting platform requires host approval, the bot must be admitted before recording can begin.
• Hosts stay in control. A host can deny entry or remove the bot from the meeting.
• Calendar access is used to find meetings. During setup, Zight connects to your supported calendar so it can identify eligible meetings for auto-recording.
• Follow your organization’s recording policy. Make sure meeting participants understand when a meeting is being recorded and follow any consent or notice requirements that apply to your organization.

Meeting Recorder Bot vs. One-click Meeting Recorder for Mac

Zight has two meeting recording workflows. Use Meeting Recorder Bot when you want calendar-based, automatic meeting capture. Use One-click Meeting Recorder for Mac when you are attending the meeting on your Mac and want to start a local recording yourself.

Troubleshooting

I do not see Meeting Recorder Bot in Zight

This feature is currently in beta and requires access. Contact Zight Support or your Zight account team to request access.

I cannot connect Outlook

Outlook calendar support is coming soon. During beta, connect Google Calendar.

The bot did not record my meeting

Confirm that auto-recording was enabled, the meeting was eligible from your connected Google Calendar, and the host admitted the bot if the meeting had a lobby or waiting room. If the bot was denied entry or removed, it could not record.

The meeting recording or summary is not ready yet

After a meeting ends, Zight may need a few minutes to process the recording, transcript, AI summary, and next steps. Check the Meetings section and All Files again shortly.

Privacy and meeting controls FAQ

Which organization receives my Meeting Recorder Bot recordings?

Recordings are saved to the Zight organization where your Google Calendar was connected. Switching organizations after connecting your calendar does not move future Meeting Recorder Bot recordings. To save future recordings to a different organization, disconnect the calendar, switch to the target organization, and reconnect Google Calendar.

Is the Zight meeting bot visible to participants?

Yes. The bot joins as a visible participant. It does not record secretly.

Does the host need to approve the bot?

If the meeting uses a waiting room or lobby, yes. The bot waits until the host admits it.

Can the host remove the bot?

Yes. The host can deny entry or remove the bot from the meeting.

What happens if the bot is not admitted?

The meeting will not be recorded by Meeting Recorder Bot.

Does Meeting Recorder Bot work with Outlook?

Not yet. Google Calendar is supported during beta, and Outlook calendar support is coming soon.

Can I still use the Mac One-click Meeting Recorder?

Yes. One-click Meeting Recorder for Mac is a separate workflow and may be better when you want to manually start a recording from your Mac.

Related articles

• One-click Meeting Recorder for Mac
• System Audio Recording for Mac