Day AI Meeting Recording Bot

This help doc covers how Day AI's meeting recording bot works: when it joins, who can see what it captures, and how to control it. If you're ever in doubt, ask your agent!

What the bot does

The meeting recording bot is a participant that joins your Zoom, Google Meets, or Teams calls to capture audio, generate a transcript, and produce a recap. Each Day AI user controls their own bot from their workspace settings. There isn't a shared workspace-level bot.

The bot only joins meetings on your connected calendar, and only when your settings say it should. You can override its behavior on a per-meeting basis or pause it entirely.

Limits to know:

• The bot's display name and avatar aren't customizable today. Every Day AI user's bot looks the same in meetings.
• The meeting must have a valid calendar invite with a meeting link for the bot to join.
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Recap emails vs. recording visibility

Recap emails are about who gets the email summary. Recording visibility is about who can view the recording itself inside Day AI.

Recap emails

Recap emails only go to the people whose bot recorded the meeting. No one else gets a recap email automatically. That includes internal teammates who attended without recording, as well as external guests.

• You record, teammate doesn't: Only you
• Both you and a teammate record: Both of you
• Teammate records, you don't: Only your teammate
• You record a meeting with an external guest: Only you. The guest gets nothing.
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Recording visibility

When multiple people in your workspace record the same meeting, they become co-owners of a single recording, not separate copies. Visibility is then governed by the privacy settings of the co-owners.

• ‍Invite Only: Only the owner(s) who recorded. No one else in the workspace sees the recording, summary, notes, or transcript unless explicitly invited.
• ‍Shared to Workspace: Everyone in the workspace can view the recording and everything tied to it.

Important: If either co-owner has privacy set to Shared to Workspace, the recording is visible to the whole workspace, even if your personal default is Invite Only.
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Sharing internally

To share an Invite-only recording with someone in your workspace:

1. Open the recording
2. Click the three-dot menu in the top right corner, select Share Settings
3. Enter the emails of teammates you would like to share with, or change the setting of the recording to Workspace
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Sharing externally

To send a recording to someone outside your workspace:

1. Open the recording
2. Click the three-dot menu in the top right corner, select Share Settings
3. Click Share next to External Sharing
4. Confirm you would like to share meeting recording & notes

This creates a link you control. Anyone with the link will have access to the recording. You can change change this at any future time.

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Configuring the bot
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Set your default meeting settings

1. Click your name in the bottom right corner → Email and Meetings
2. Click Manage Sharing and Recording Settings
3. Select your settings:
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Recording: Which meetings should the meeting bot join by default?

• Internal: record meetings with you and internal invitees
• External: record meetings with you and external invitees
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Sharing: What should the default share setting be on your meeting recordings, notes, and transcripts?

• Invite Only: Only the owner(s) who recorded. No one else in the workspace sees the recording, summary, notes, or transcript unless explicitly invited.
• Shared to Workspace: Everyone in the workspace can view the recording and everything tied to it.

You can decide between Invite only and Share with workspace for each of the following meeting types. This is your baseline. You can override it for any individual meeting.

• Internal 1:1 Meetings
  • Ex: manager <> direct Report weekly 1:1, mentor sessions
• Internal Group Meetings
  • Ex: team meetings, stand ups, all hands
• External 1:1 Meetings
  • Ex: candidate interviews, support calls
• External Group Meetings
  • Ex: onboarding/implementation calls, quarterly business reviews
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Stop the bot from joining a specific meeting

Before the meeting starts:

1. Go to the Day AI Home page
2. Find the meeting in the Calendar section
3. Switch the toggle to Off
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During a live meeting, type /day leave in the Zoom or Google Meet chat. The bot leaves immediately. The shortcut does not work in Teams.
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Re-invite the bot to a meeting

If you removed the bot and want it back, go to Day AI and either:

• Click the microphone icon in the notification banner at the top of the page, or
• Scroll to the Calendar widget at the bottom and click the microphone button next to the active meeting

The meeting must be on your calendar with a Zoom, Google Meet, or Teams link for the bot to join.

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Turn off all meeting recording

Two options, both reversible:

Pause recording (temporary)

1. Go to Home
2. Click the settings icon next to the date
3. Turn off meeting recording

Disconnect your work account (full)

1. Go to Profile → Email & Meeting Settings
2. Disconnect your work account

You can turn recording back on anytime.
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Troubleshooting
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The bot's display name and avatar look generic

The bot's name and appearance are the same for every Day AI user and can't be changed.

Google Workspace is flagging the bot

Some Google Workspace admins have security policies that flag unfamiliar meeting participants. This is expected. The bot joins as a participant to record, the same way other recording tools do.

If your admin has strict participant policies, they may need to allowlist the Day AI bot in their admin settings. If you're not sure how to do that, ask your Day AI agent or reach out to support and we'll help you and your IT team get it sorted.

The bot didn't join a meeting it was supposed to

A few things to check:

• Is the meeting on your connected calendar?
• Does the calendar invite have a valid Zoom, Google Meet, or Teams link?
• Is the meeting toggle on for that event in your Day AI Home page calendar section?
• Is your default recording setting compatible with the meeting type (internal vs. external)?
• If you're the host, are you logged in to Zoom? If not, the meeting host will approve the recording bot

If all four check out and the bot still didn't join, ask your Day AI agent. It can look at the specific meeting and help diagnose what may have happened.

Still stuck?

Your Day AI agent is the fastest way to get help. It knows your workspace settings, your meeting history, and can walk you through any of this. For account-level issues like billing or admin permissions, reach out to support.