Automations allow you to control which meetings your notetaker joins automatically and which project each meeting is assigned to. Using rules based on meeting title keywords and participant emails, you can fine-tune your Notetaker's behaviour so it only records the meetings you define and routes them to the right project.
Automations are configured from the Notetaker Settings page, under the Automations tab.
Notetaker Recording Rules
Automatic recording permissions
Automatic recording permissions allow you to set which events from your synced calendar your Notetaker should be joining by default.
There are three modes:
All meetings: The Notetaker will automatically join every meeting on your synced calendar.
Accepted meetings only: The Notetaker will only automatically join meetings that you are hosting or have accepted. Meetings you have not responded to or have declined will not be recorded.
No automatic joining: The Notetaker will not join any meetings automatically. You can still manually add the Notetaker to individual meetings by toggling the Notetaker On/Off.
Auto-record mode sets the baseline for which meetings are recorded. Additional rules then let you narrow that down to a specific subset.
Note if you select no meetings to be recorded automatically, you won't be able to create any rules. Rules filter meetings that the Notetaker is scheduled to join automatically, and with no meetings selected, there's nothing for rules to act on.
Recording Rules
Recording rules let you define conditions that determine which meetings the Notetaker should join based on meeting title keyword matching, matching on participant emails or on email domains.
Creating a Recording Rule
To create a recording rule, you can use Build with AI to describe the rule you want in plain language and Model ML will generate the conditions for you.
Alternatively, you can also create a rule manually by following the steps below:
Navigate to Notetaker Settings → Automations tab.
Under Recording Rules, click Create from scratch.
Define your conditions. All matching is case-insensitive, so you do not need to worry about capitalisation when entering keywords or email addresses (see Building Rules Manually below).
Click on Done & save changes
Project Assignment Rules
Project assignment rules automatically route meetings to the correct project based on meeting title keywords, participant emails or email domains.
Default Project
You can set a default project that all meetings will be assigned to unless a more specific project assignment rule matches. The default project acts as a fallback - if no rule matches a given meeting, it will be assigned to the default project.
To set a default project:
Navigate to Notetaker Settings → Automations tab.
Under Project Assignment, select your preferred project from the Default project dropdown.
Project Assignment Rules
Project assignment rules let you override the default project for meetings that match specific conditions. Each rule maps a set of conditions to a target project.
Note that any automation rules are applied only to upcoming meetings on your calendar, which means upcoming meetings are affected, but past meetings are not retroactively re-evaluated.
Creating Assignment Rules
As with recording rules, you can use Build with AI to generate rules from a plain-language description. Just select the Project meetings should be assigned to, and describe the rule you want in plain language so Model ML can generate the conditions for you.
Alternatively, you can also create a rule manually by following the steps below:
Under Project Assignment, click Create rule from scratch.
Select the target project the meeting should be assigned to.
Define your conditions using meeting title and/or participant email fields. All matching is case-insensitive, so you do not need to worry about capitalisation when entering keywords or email addresses (see Building Rules Manually below).
Click on Done & save changes
Rule Priority and Ordering
Project assignment rules are evaluated in order from top to bottom. The first matching rule determines which project the meeting is assigned to. If no rule matches, the default project is used.
You can reorder rules by dragging them into your preferred priority order.
Tip: Place more specific rules higher in the list and broader catch-all rules lower down.
For example, if you want to assign 1:1 meetings with Acme Corp to Acme Corp Project, and all other 1:1s to Catch-ups Project:
Rule 1: Meeting title contains "1:1" AND participant email contains "@acme.corp" → Acme Corp Project
Rule 2: Meeting title contains "1:1" → Catch-ups
Because Rule 1 is evaluated first, external 1:1s will be assigned to Acme Corp Project. All remaining 1:1 meetings will fall through to Rule 2 and assigned to Catch-ups.
When Are Automations Applied?
Automation rules are applied to upcoming meetings on your calendar. Rules are automatically re-evaluated whenever you:
Change your recording permissions
Create, edit, delete, or reorder any rule.
Change your default project.
Only upcoming meetings are affected. Past meetings are not retroactively re-evaluated.
Building Rules Manually
Each rule is made up of one or more condition groups, and each group contains one or more individual conditions.
Conditions are built from three parts:
Field: What to match against. The available fields are:
Meeting title: The name of the calendar event.
Participant email: The email addresses of meeting attendees.
Operator: How to compare. The available operators are:
Contains: Matches if the field includes the specified text (e.g., meeting title contains "standup").
Does not contain: Matches if the field does not include the specified text.
Equals: Matches if the field is an exact match to the specified text.
Does not equal: Matches if the field is not an exact match.
Value: The text to match against (e.g., "standup", "@company.com").
All matching is case-insensitive. For example, a condition matching meeting titles that contain "Standup" will also match "standup", "STANDUP", and "Weekly Standup".
Combining Conditions & Condition Groups
Within a condition group, you can combine multiple conditions using All (all conditions must match) or Any (at least one condition must match).
Similarly, at the top level, multiple condition groups can be combined using All or Any. This gives you the flexibility to build both simple and complex rules.
Participant Email & Domain Matching
You can match participants in two ways using the "Participant email" field:
Email matching
Match a specific person by selecting an operator and entering their full email address (e.g., [email protected]). The rule will only trigger when that exact person is on the meeting.
Domain matching
Match everyone from a company by selecting the "Contains" operator and entering the domain (e.g., @acme.com). The rule will trigger when any participant has that domain in their email address - so [email protected], [email protected], and [email protected] would all match.
Additionally, when matching against participant emails or domains, the behaviour depends on the operator:
Positive operators (contains, equals): The condition matches if any participant's email satisfies the condition. For example, "participant email contains @partner.com" matches if at least one attendee has a @partner.com email address.
Negative operators (does not contain, does not equal): The condition matches only if all participants' emails satisfy the condition. For example, "participant email does not contain @mycompany.com" matches only when no attendees have a @mycompany.com email address.