INTRODUCTION

Managing your meetings is easier when key points and action items are captured automatically. Jeeva AI’s AI Notetaker works alongside your calendar to join scheduled online meetings, create full transcripts, highlight important moments, and deliver clear summaries, without adding extra work for you.
You remain in complete control: decide which meetings it joins, protect your data with SOC 2–level security, and access your transcripts when and how you want them.
This guide walks you through how the Notetaker works, how to control it, and how to troubleshoot common issues.

WHAT THE AI NOTETAKER DOES

When active, it automatically:

• Joins your scheduled online meetings
  
  

• Records and transcribes the conversation
  
  

• Highlights decisions, action items, and next steps
  
  

• Sends you a post-meeting summary
  
  

Alongside, AI Meeting Prep delivers a daily email with details of your upcoming meeting, including participants, company info, and recent updates, so you’re prepared before every call.

PRIVACY AND SECURITY

Your recordings and transcripts are:

• Accessible only to you and authorized team members
  
  

• Stored securely in line with SOC 2 compliance
  
  

• Retained for 1 week only, after which they’re deleted automatically

CONTROL WHEN THE NOTETAKER JOINS

1. Go to Unibox → Unibox Settings → AI Labels/AI Calendar
   
   

2. From the page, choose:
   
   

   • Join all meetings
     
     

   • Only external meetings
     
     

   • Only self-hosted meetings
     
     

   • Turn off completely
     
     

3. Save your settings
   
   

💡 Tip: “Join All Meetings” means it will join any meeting with a link in your calendar, use more specific rules if you want narrower control.

TURNING THE NOTETAKER OFF

To disable the Notetaker, toggle it off in Unibox Settings → AI Calendar and save. Turn it back on at any time.

TRANSCRIPT AND SUMMARY DELIVERY

• Most reports are ready within minutes of your meeting ending
  
  

• Longer or high-volume periods may take up to 10–15 minutes
  
  

• View them in Navigation Bar → Integrations → AI Notetaker → View Meeting Reports
  
  

• Click View Summary to open and share with your Jeeva team, or copy it for external distribution
  
  

TROUBLESHOOTING MISSED OR INCOMPLETE NOTES

If the Notetaker didn’t capture your meeting:

• Check that your calendar is connected
  
  

• Ensure the meeting link in your event is correct and unchanged
  
  

• Make sure the Notetaker was admitted into the meeting
  
  

• Verify that the recording feature was on in your meeting platform
  If issues persist, reconnect your calendar and re-check your AI Calendar settings.

BEST PRACTICES

• Admit the Notetaker promptly when asked
  
  

• Use specific join rules to avoid unwanted auto-joins
  
  

• Review and share notes within one week
  
  

• Keep your calendar connected and meeting links updated

SUMMARY

Jeeva’s AI Notetaker keeps you focused on the conversation, not on taking notes, all while giving you full control over privacy and participation.
By configuring the join rules, regularly checking your calendar connection, and using its summaries and transcripts promptly, you’ll always have accurate, actionable meeting records when you need them, without any clutter or security worries.