Introducing: auto-record policies at a workspace level! 🎉 These rules and restrictions can help streamline your workspace's recording process, ensuring that important meetings are captured automatically while respecting privacy and compliance requirements.
Note: This is an Enterprise Plan feature and only an administrator of your workspace can configure these
Looking for something specific? Jump ahead to these sections:
On some of these features, you will see a lock icon.
If you have the lock icon unlocked (off): these settings will only affect new users who are provisioned. Existing users will still be able to control their recording settings. Existing users can still go into their user settings and change the recording option.
If the lock icon is locked (on): This will affect both new and existing users' default settings. Existing users will no longer be able to change this setting in their user settings, as it will be blocked.
Key Features
Default User Configuration
Purpose: Dictate at a workspace level user's default settings regarding the Note Taker
Setup: Admins can choose to enforce default settings for which meetings to automatically invite the Note Taker to and send AI meeting notes.
Workspace-Level Auto Record Rules
Purpose: Automatically record specific events based on defined criteria.
Setup: Admins can create auto-record rules that apply to everyone in the workspace or to specific users and their direct reports.
Customization: Rules can be customized based on internal/external attendees, the number of invitees, specific keywords, and more.
Group-Level Auto Record Restrictions
Purpose: Prevent certain meetings from being recorded.
Setup: Admins can enforce restrictions that override any auto-recording rules. If a meeting matches the restriction criteria, it will not be recorded under any circumstances.
Recording Disclosure Policy
Purpose: Automatically notifying meeting participants ahead of the call that the Note Taker will be joining to record
Setup: Admins choose to apply this to meetings based on external or internal & external attendees
Set Up Default User Configuration
Head to your workspace settings > Note Taker & AI > Policies:
Choose the default settings for all users regarding:
Auto-recording types of meetings
Sending AI notes to participants for meetings each user organizes
Receiving AI meeting notes for a meeting a user attends
Set Up Workspace Wide Auto Record Rules
Creating a Rule
Head to your workspace settings > Note Taker & AI > Policies:
Choose to apply the rule to everyone in the workspace or select specific users and their direct reports.
Define the rule filter values:
Internal/External Meetings: Choose whether the rule applies to internal meetings (all attendees within the organization) or external meetings (at least one external attendee).
Number of Invitees: Set criteria based on the number of people on the calendar invite.
Keywords: Add keywords that must or must not be present in the meeting title or invitee emails.
When you're done, it should look like this:
Managing Multiple Rules
Admins can create multiple rules with different criteria.
If a meeting matches any single rule, it will be recorded.
Set Up Workspace Wide Auto Record Restrictions
Creating a Restriction
Head to your workspace settings > Note Taker & AI > Policies:
Define criteria that will prevent a meeting from being recorded by selecting either the user and their direct reports or an entire workspace:
Once a restriction is in place, no meetings that match the criteria will be recorded, even if they match an auto-record rule:
Set Up Recording Disclosures
Head to your workspace settings > Note Taker & AI > Policies:
Select the default for sending pre-meeting disclosures to either
External and internal attendees without a Fellow account
External attendees only
Toggle this feature on to enable or toggle off to disable
Considerations and Limitations
Disabled Users: If a manager is disabled, their auto-record rules may still apply to their direct reports.
Rule Precedence: Restrictions take top precedence, followed by note series settings (manual overrides), and finally, auto-record rules on a per user level.
Lock icon: If you have the lock icon unlocked (off): these settings will only affect new users who are provisioned. If the lock icon is locked (on): This will affect both new and existing users' default settings. Existing users will no longer be able to change this setting in their user settings, as it will be blocked.