Create a meeting

In the meetings overview, click + New meeting. A dropdown menu opens with three entries: Live recording, Invite bot, and Upload file. Upload file opens a dialog with three tabs to choose from:

Audio or video upload

Invite bot

Restrict the bot to specific teams or people: Workspace admins decide under Settings → AI & features → Meetings in the Meeting bot section who may use the bot (Available to, everyone by default). The section only appears once the DPA (AVV) version 2.0 is signed for the workspace (or the workspace is exempt from this DPA requirement for the Meeting bot) and MeinGPT support has enabled permissions for the workspace.

The bot joins a planned meeting about a minute before the start so it is there when the meeting begins. If there is a lobby, it waits there for about 15 minutes; recording starts once it is in the meeting. This also applies to meetings from your calendar and from email invitations. It leaves the meeting on its own if it is not admitted, if nobody is there, or if nobody speaks for a long time (see If the bot does not record).

You can find a scheduled bot under Upcoming meetings at the top of the overview page, where you can also cancel it. The section shows the next seven days from your connected calendar (only events with a meeting link) and bots you scheduled by link. It does not appear when there are no such events or bots. Once the recording is done, it appears as a regular meeting entry.

Manually scheduled joins and Join now also work when calendar auto-join is off or restricted to certain meetings. Turning off auto-join later does not cancel these explicit requests. The bot must still be enabled in the workspace, and plan, balance, and personal limits still apply.

Tell attendees about the recording in advance

Workspace admins can switch on, under Settings → AI & features → Meetings in the Recording notice section, that attendees hear about every recording beforehand. The section appears once MeinGPT support has enabled the feature for your workspace. Switching it on requires a link to your company's privacy policy.

How it works:

• Email before every meeting: Everyone on the calendar invite except you gets an email from MeinGPT 30 minutes before the meeting, or right away for a meeting created at short notice. Replies go to you. For a recurring meeting the email goes out before every recorded occurrence.
• Accept or object: The link in the email lets people accept or object. The answer covers this occurrence only; the rest of a series is not affected. One objection is enough to stop the recording. What happens without an answer depends on the "Require everyone's consent" switch.
• Stop during the meeting: When it joins, the Notetaker posts a notice in the chat. Anyone who sends exactly Notetaker stop (or Notetaker stopp) ends the recording. The Notetaker confirms in the chat, leaves, and the recording is deleted, at MeinGPT and at the recording service. The words inside a sentence do nothing.
• Standing answer: The same page lets people choose "always accept" or "always object" for every meeting of your company. They then get no more emails. "Always object" keeps the Notetaker out of every meeting that person attends. Members of your workspace also find the setting under Settings → Preferences → Meeting recordings; anyone in many internal meetings is best served by "always accept" there.
• Overview: On every scheduled bot, the envelope icon shows who was told, who accepted and who objected. If chat was disabled in the meeting, that shows there too.

Two more switches in the same section:

• Require everyone's consent (on by default): The meeting is only recorded once every notified attendee has accepted. If the last consent arrives after the start, the Notetaker joins late, up to 15 minutes after the start. If it is still missing then, the meeting is not recorded.
• Only notify external attendees: People on a verified domain of your workspace and members of your workspace get no email. This fits when a works agreement covers recording internal meetings.

With the notice on, the Notetaker only joins meetings from the connected calendar, because only there are the attendees known. Invite bot with a pasted link, Join now and email invitations to the bot are blocked.

Costs and limits for bot recordings

Bot recordings cost €0.80 per actual audio hour, prorated to the delivered duration. Six minutes cost €0.08 or 8 credits, for example. Recording, transcription, and the standard summary are included. The charge comes from the shared workspace balance, including on All-Inclusive plans.

No usable transcript means no charge. For a partially delivered recording, only the delivered audio duration counts. Multiple invitations to the same bot meeting do not create an additional charge.

Before joining, MeinGPT checks the active plan, available workspace balance, and the personal Meetings category limit. If joining is refused, the meeting entry shows why. After topping up or changing a limit, you need to schedule the bot again. A bot already recording is not stopped when a limit is reached.

Failed bot meetings also appear in your meeting list, as do cancelled ones where a bot was already on its way or whose reason you should know. Meetings that you or your calendar cancelled before they started do not appear there. Open the entry to see the reason, available content, and possible recovery steps.

Recovery does not charge an already billed recording again. If the transcript already exists, only the missing summary is generated again. If stored audio is successfully processed and published for the first time, normal bot recording pricing applies. Active bot status and the results list update automatically on the open page.

If the bot does not record

A bot meeting can end with the status Failed when the bot could not record, or recorded only partly. Common causes:

• The bot was not admitted. If the meeting has a waiting room (lobby), someone with admit rights in the meeting has to let the bot in. This applies to Microsoft Teams, Google Meet, and Zoom alike, and in Teams, for example, to the person who organized the meeting. The bot waits in the lobby for about 15 minutes. If it is not admitted by then, it leaves the meeting and no recording is created.
• Nobody is in the meeting, or nobody speaks. If the bot is alone in the meeting for about 15 minutes, or hears nothing for that long, it also leaves. In workshops with long exercise or break phases, the recording can therefore end early. If all participants leave the meeting, the bot waits about 3 minutes before it leaves.
• The bot cannot join the meeting. For example, if the meeting link is invalid or the bot leaves the meeting before recording starts.

If the bot never recorded, there is nothing to recover: schedule the bot again and admit it at the start. Start recovery (see Recover failed recordings) only helps if a recording was saved.

Alternative ways to invite the bot

Invite by email. Instead of filling out the form, you can add bot@meingpt.com directly as a participant on a calendar invite (Google Meet, Microsoft Teams, or Zoom). The bot only schedules the invite if all of the following are true:

• You send the invite from the email address you use to sign in to MeinGPT — that's the only way we can match it to your account.
• The invitation arrives as a calendar event (with a calendar file). A plain or forwarded email without an event is not recognized.
• The meeting link (Google Meet, Microsoft Teams, or Zoom) is in the location, link, or description field of the event.
• The event did not start more than 15 minutes ago.
• Invite-by-email is enabled for your workspace (see the note below).

If one of these conditions is not met, MeinGPT ignores the invite without an error: no meeting entry is created, and no reply email is sent.

Calendar auto-join. In the sidebar under Apps, open Meetings and click the gear icon Meeting bot. In My bot settings, connect your Google Calendar or Microsoft 365 Calendar in the Calendar section and turn on Auto-join meetings — the bot then reads your calendar and automatically joins events that carry a supported meeting link (Google Meet, Microsoft Teams, or Zoom), with no manual invite needed. A calendar entry without a recognized meeting link is not picked up, and no meeting entry or error is created for it. Under Which meetings, you can restrict this to all meetings, internal-only, or external-only — internal means every attendee is on a verified workspace domain.

Live recording (Beta)

Live recording captures a conversation directly in the browser through your device's microphone, for example an in-person customer meeting or a meeting in a room. Only what the microphone hears is recorded; for online meetings, use Invite bot instead.

Live recording is enabled per workspace by MeinGPT Support. If it is not enabled, the Live recording entry is greyed out and shows Available on request. Contact support in that case. If a workspace admin has hidden the Meetings app, you see Switched off by a workspace admin. instead.

While recording

• Keep the tab visible. Some browsers throttle background tabs or pause the recording there. While the tab is hidden, MeinGPT shows the notice Keep this tab visible. If you want to work elsewhere in parallel, move the tab to a second window.
• Microphone access lost. If the Microphone access lost dialog appears, choose Save what I have, Reconnect mic or Discard recording.

Recording not finished

If you close the tab before the recording is finished, or The recording could not be saved. appears, the local backup stays on this device and in this browser. The next time you open the meetings overview, the Recovered recording from … banner shows it. There you can:

• Continue recording: finish the recording and upload it.
• Download backup: save the backup as a file on your device.
• Discard: delete the local backup.

Transcript upload

If you already have a transcript, you can skip the transcription step.

Alternative: paste text. Instead of uploading a file, you can switch to the Paste text tab in the Upload file dialog and paste the transcript text directly. The rest of the flow (naming, summary configuration) is identical to the file upload.

Adjust the summary

After transcription, you choose how detailed the summary should be and which building blocks it contains.

Length

Components

You can toggle the following building blocks individually:

• Executive Summary: compact overview of main points and decisions
• Participants: list of attendees, when identifiable from the transcript
• Agenda: structure and topics
• Action items: open tasks with owners and deadlines, when discussed

You can select multiple components at the same time.

Setting language and vocabulary per meeting

You set the language and vocabulary when you create each meeting. Both fields apply only to that meeting. Vocabulary affects transcription quality only. Language affects both transcription quality and the language of the generated summary (Executive Summary, Participants, Agenda). Every user can choose both fields freely per meeting.

Workspace defaults (admin area)

So you don't have to retype them every time, workspace admins can define defaults for the whole workspace under Settings → AI & features → Meetings. These are pre-filled as a suggestion when you create a new meeting. As a user, you can still override them per meeting at any time without changing the defaults.

• Default language: for example German for a German team
• Default vocabulary: recurring proper names, product names, or abbreviations