The Zime notetaker

Recordings and insights for every external call

The Zime notetaker joins your meetings as a participant and records them, so Zime can write the summary and insights. This page covers how it gets into a meeting, what people in the meeting see, how to send it yourself with Record now, and when it leaves.

Overview

What the notetaker does

The notetaker is a meeting participant that records the call for Zime.

It joins Zoom, Google Meet and Microsoft Teams meetings under your company's notetaker name, which is Zime Notetaker unless your Zime team set another. Everyone in the meeting sees it in the participant list, and any host can remove it. If your company uses native Zoom or Teams recording, the notetaker still covers the meetings that native recording cannot, such as meetings another company hosts.

Meeting	Recorded by the notetaker?
Zoom	Yes, unless native Zoom recording covers it
Google Meet	Yes. The notetaker is the only way Zime records Google Meet.
Microsoft Teams	Yes, unless native Teams recording covers it
Webex	No
Webinars	No
In person, or no meeting link	No. Upload the recording instead.

Setup

Set it up

The notetaker joins meetings from each person's connected calendar.

Your Zime team turns call recording on for your company. Each person also needs the Call recording permission, which an admin sets in Admin Center, and a Zoom, Google Meet or Teams link on the invite. Until you save your own recording preferences, your company's defaults decide which of your meetings are recorded.

Connect your calendar
Open Settings, then the Recordings tab, and connect your Google or Outlook calendar.
Choose which meetings to record
On the Call Recording card, tick the meeting types you want recorded.
Check your platforms
Open the Recording platforms tab. Where a platform's recording method shows your notetaker's name, the notetaker records those meetings.
Check your upcoming meetings
Open Upcoming Meetings to see which of your meetings will be recorded.

During the call

In the meeting

The notetaker joins at the meeting's start time and leaves by itself.

If the meeting has a waiting room or lobby, someone has to admit it. In Zoom, it also asks the host for permission to record. If the host declines, or the host's Zoom settings turn off local recording, it posts a short chat message and leaves. Zime sends one notetaker per meeting for your company, however many of your colleagues are invited.

What happens	When the notetaker leaves
The host declines recording in Zoom	After about 20 seconds
Nobody admits it from the waiting room or lobby	After 10 minutes, unless your Zime team set a different wait for your company
Nobody else joins	After 10 minutes
The meeting goes quiet	After 10 minutes of silence, unless your Zime team set a different time for your company
Everyone else leaves	Within a few seconds
A host removes it	Straight away

Tell attendees who invited it

Turn on Notify attendees about privacy policy when notetaker joins in Settings, on the Recording platforms tab. When it is on, the notetaker posts a chat message to everyone once it is admitted, saying who invited it. Your Zime team can add your own text to that message, such as a privacy notice. The switch applies to your whole company.

Record now

Record now sends the notetaker into a meeting straight away, with no calendar needed.

Use it for a meeting that is not on your calendar, or one that has already started. Record now does not check recording preferences or your company's recording rules. The notetaker takes about 30 seconds to join.

Open Record now
Click Record now at the top of Zime.
Choose the meeting
Paste a Zoom, Google Meet or Teams link, or pick a meeting from Ongoing Meetings.
Add the details
Enter a meeting title and choose External or Internal. For an external meeting, you can link a deal.
Send the notetaker
Click Start recording.

Questions

Which meetings it joins

5 answers

Which meetings does the notetaker join?

Meetings on your connected calendar that have a Zoom, Google Meet or Teams link and that your recording preferences allow. It skips meetings that your company's recording rules block and meetings that native recording covers.

Does it join meetings that other companies host?

Yes, when your recording preferences include External meetings (External host). Native Zoom and Teams recording cannot record those meetings, so the notetaker does.

Why didn't the notetaker join my meeting?

Open Upcoming Meetings to see whether a meeting will be recorded. The usual reasons a meeting is skipped:

Your calendar is not connected.
You do not have the Call recording permission.
The invite has no meeting link.
The meeting was added to your calendar after it started.
The meeting was cancelled.
It is a Webex meeting or a webinar.
Your recording preferences leave out that type of meeting.
A company recording rule blocks it.
Someone switched recording off for it in Upcoming Meetings.
Native Zoom or Teams recording records it instead.

Will several notetakers join if my colleagues are invited too?

No. Zime sends one notetaker per meeting for your company.

Can I send the notetaker to a meeting that isn't on my calendar?

Yes, with Record now. Paste the meeting link and click Start recording.

In the meeting

5 answers

Can people in the meeting see the notetaker?

Yes. It appears in the participant list under your company's notetaker name, and any host can remove it.

Can we change the notetaker's name?

Yes. Your Zime team sets the name for your company. Email support@zime.ai with the name you want.

What happens if the host declines recording in Zoom?

The notetaker posts a short chat message and leaves after about 20 seconds. To try again, ask the host to allow recording, then send the notetaker with Record now.

What happens if nobody admits it from the waiting room?

It waits 10 minutes, or the time your Zime team set for your company, and then leaves.

Does the notetaker announce itself?

When Notify attendees about privacy policy when notetaker joins is on, it posts a chat message saying who invited it. When the switch is off, people see it in the participant list.

Stopping it

5 answers

How do I stop the notetaker joining one meeting?

Open Upcoming Meetings and switch recording off for that meeting before it starts. If a colleague in the same meeting still has recording on for it, Zime can still record the meeting.

How do I remove it from a meeting that has started?

Any host can remove it from the participant list. You can also cancel it from Upcoming Meetings while the meeting is running.

How do I stop it for a type of meeting?

Clear that meeting type on the Call Recording card in Settings, on the Recordings tab. The switch at the top of the card turns all of them off.

How do we keep it out of meetings for the whole company?

An admin can add recording rules for domains, emails, meeting links or large meetings. See Domains, vendors and exclusions.

Our company records calls with its own tool. Will the notetaker join too?

If your own tool already records your meetings, ask your Zime contact to turn the notetaker off for your company. See Connect your call recorder.

Until it is turned off, the notetaker joins your meetings alongside your tool. Turning it off for the company does not cover people who have their own recording preferences saved in Zime: the notetaker can still join meetings they attend. Your Zime contact can check this for your team.

Still need help?

Email support@zime.ai and include the details below.

If you report an issue, include:

The meeting title, date and time
The meeting platform: Zoom, Google Meet or Teams
What you expected the notetaker to do