Setup

Notetaker needs two connections before it can join meetings: your own notetaker service (set up once by an administrator) and each person's calendar (connected by the individual). AspirePro doesn't supply the meeting bot — your organization brings its own compatible notetaker service, and AspirePro handles everything after the recording. Once both connections are in place, the notetaker can see your meetings and send its bot to record them.

Your notetaker service (administrator)#

An administrator configures the connection under System → Integrations → Notetaker. This connects the service your organization has chosen to supply the meeting bot, and sets organization-wide behavior:

• The connection details and a test connection action.
• The bot's name and its announcement (what it says when it joins).
• The default sharing policy for new meetings.
• Generate AI notes after each meeting: a summary, key points and action items, ready a few minutes after the call ends.
• Allow anonymous share links: lets people send a link to someone outside AspirePro (the link shows the AI notes only).
• Attach recordings to scheduled meetings: links a recording to the company's meeting activity that starts within 30 minutes of it.

There's also a backfill action to apply the current sharing policy to past meetings. Until this is configured, the Notetaker home shows a banner pointing here.

Your calendar (each user)#

Each person chooses where the notetaker finds their meetings, on Account settings → Calendar → Meeting notes:

• Use my calendar accounts (recommended) — follows the calendars you already show on your AspirePro calendar, whether they're Outlook (Microsoft), Google or iCloud, with no extra sign-in. Meetings with a Teams, Meet, Zoom or Webex link become your Upcoming list, and the bot is booked for each meeting's link and start time (moved again if the meeting moves, cancelled if it's cancelled).
• Or a separate Outlook (Microsoft) sign-in — a read-only connection to one Outlook calendar, used only by the notetaker.

Only one is active at a time — switching from one to the other cancels the bots booked by the first, so no meeting gets two. Your upcoming meetings appear on the Notetaker Upcoming tab, ready to record.

Because the calendar connection is personal, each person controls whether the notetaker knows about their meetings — the service can't see a calendar no one has connected.

Putting it together#

With the service configured and your meeting-notes calendar chosen:

1. Your meetings appear on the Upcoming tab.
2. Turn on auto-join, or toggle recording per meeting, or record ad-hoc by pasting a link.
3. The bot joins, records, and transcribes; AI notes and action items follow automatically. If your organization has turned off AI features (System → Features → AI), meetings keep their transcript but no AI notes are written and Regenerate isn't offered. See Features.

Two connections, two owners: the administrator sets up the shared service and its policy; each person connects their own calendar. This split keeps meeting data personal by design — see Sharing.