Set your company's recording policy
In this article
In this article group
Your recording policy decides which calendar meetings get a notetaker automatically, and it's the first place to look when the bot didn't join. Owners and View-only Owners can change it.
Select your name at the bottom of the left sidebar, then Settings.
Under Company, open Bot Settings.
Make your changes, then select Save settings.
When you save, Curvo re-checks upcoming meetings against the new policy, so bots can be added or removed. Afterwards, look over any upcoming meeting someone set by hand.
Turn automatic scheduling on or off
Global bot scheduling is the company-wide switch. Check it first, because a company can be set to Off from the start.
Option | What happens |
|---|---|
On - Curvo can schedule bots | The recording policy below decides which meetings get a bot. |
Off - manual meeting bots only | Curvo schedules nothing automatically, and Recording policy and Bot identity are paused. People can still switch a bot on for a single meeting. |
Choose whose meetings are joined
Option | Who it covers |
|---|---|
Only meetings organised by someone on your team | The calendar event must be owned by a team member whose meetings are eligible. |
Meetings organised by anyone, with an eligible team member invited | Also covers invites created by customers or prospects. This is the default. |
An eligible team member has a connected calendar and a seat that can record. View-only seats can't.
Decide about internal meetings
Under Record internal meetings, choose Yes - record internal web conference calls or No - only record with at least one invitee outside your company. No is the default.
A meeting counts as internal when every invitee's email domain is in your Internal domains list, which holds up to 50 domains. Matching is exact, so sales.acme.com needs its own entry alongside acme.com. If a domain your colleagues use is missing, their internal meetings count as external and can get a bot. An invitee with no email address also makes the meeting external, as does an event with no attendee details.
Exclude domains
Automatic bot exclusions stops automatic bots for exact email domains, up to 50. Enter a domain, choose how it matches, then select Add exclusion.
Organiser only applies when the organiser's email is on that domain.
Any participant applies when the organiser or any invitee is on that domain.
An exclusion overrides everything else in the automatic policy. People can still switch on a bot by hand for that meeting.
Set the name and what's recorded
Under Bot identity, choose the name people see in the participant list. For a company called Acme, that's Acme Notetaker, Acme Recorder or Acme AI Notetaker. Custom name takes up to 50 characters.
Record video offers Yes - record audio and video, the default, or No - record audio only. Meeting bot image controls the branded image shown while recording.
One bot per meeting, or one per person
Most companies have one shared bot per meeting, so a call with three colleagues on it gets one notetaker.
Available on selected workspaces: a separate bot for each team member. This isn't a setting in Bot Settings. Ask your Curvo contact if you think your company needs it.
How personal settings fit in
Everyone has a Bot Settings tab under Your account, showing the bot name with the badge Set by admin.
On workspaces with a bot per team member, that tab also has Upcoming meetings, Recurring meetings and Internal meetings switches. These work inside your company policy. If your company skips internal meetings, Internal meetings is switched off and locked, and the tab says "Your admin has set Curvo to skip internal meetings."
How per-meeting choices fit in
People can change an upcoming meeting from the capture options on the Meetings page. Switching a bot on needs a seat that can record. The choices are Off and Notetaker, plus Realtime AI on workspaces that have it. See The Meetings page.
Choice | Effect |
|---|---|
Set for this meeting | Applies to that meeting only. Notetaker works even if your policy, an exclusion or Off would have skipped it. |
Set for all future, set to Off | Stops automatic bots for the whole series, whoever set it. |
Set for all future, set to Notetaker | Keeps the series on even if someone's personal Recurring meetings or Upcoming meetings switch is off. New meetings in the series still follow your exclusions, organiser rule and internal meeting rule. |
Capture is locked while the bot is in the call.
When the bot joins
The bot is asked to join about 3 minutes before the start time. If it's scheduled less than 5 minutes before the start, it joins straight away. The calendar event needs a Zoom, Google Meet or Microsoft Teams link, or a custom link whose address starts with meet..
Why the bot didn't join
Work through these in order.
Check | Where |
|---|---|
Does the event have a supported meeting link? | The calendar event |
Is someone eligible invited, with a connected calendar and a seat that can record? Has their account reached its free recorded meeting limit? | Calendar Sync, Team and Billing in Settings |
Does an exclusion match the organiser or an invitee? | Automatic bot exclusions |
Did someone set the series to Off? | The meeting's capture options |
Is the meeting organised outside your team while you record only your team's meetings? | Recording policy |
Are all invitees on internal domains while internal meetings are set to No? | Record internal meetings and Internal domains |
On a workspace with a bot per team member, is a personal switch off? | Bot Settings under Your account |
Is scheduling off? | Global bot scheduling |