Meeting Bot Auto-Scheduling

Overview

Meeting bot auto-scheduling automatically adds Marmend's AI-powered meeting bot to your calendar events, eliminating the need to manually schedule bots for each meeting. When enabled, the system monitors your calendar and schedules bots to join meetings and capture transcripts, action items, and summaries.

Benefits

• Never Miss a Meeting - Bots automatically join scheduled meetings
• Hands-Free Operation - No need to manually add bots
• Complete Coverage - All eligible meetings get automatic bot coverage
• Smart Scheduling - Only schedules bots for appropriate meetings
• 7-Day Lookahead - Bots are scheduled up to a week in advance

How Auto-Scheduling Works

When auto-scheduling is enabled:

1. Monitoring - The system checks your calendar every minute
2. Eligibility Check - Meetings are evaluated for bot eligibility
3. Scheduling - Eligible meetings automatically get a bot scheduled
4. Notification - You receive confirmation when bots are added
5. Attendance - Bots join meetings automatically at the scheduled time

Enabling Auto-Scheduling

For Your Account (Individual Setting)

1. Navigate to Settings → Personal Preferences
2. Scroll to Meeting Bots section
3. Toggle Auto-Schedule Meeting Bots to ON
4. Click Save

Your meetings will now automatically have bots scheduled when eligible.

For Your Organization (Admin Setting)

Admins can enable auto-scheduling company-wide:

1. Navigate to Administration → Company Settings
2. Go to the Meeting Bots tab
3. Toggle Enable Auto-Scheduling for All Employees to ON
4. Click Save

This enables the feature for all employees, though individuals can still opt out in their personal settings.

Eligible Meetings

Meeting bots are automatically scheduled for meetings that meet these criteria:

• Duration - Meeting is at least 15 minutes long
• Attendees - Meeting has 2 or more attendees
• Time - Meeting is scheduled within the next 7 days
• Platform - Meeting includes a Zoom, Google Meet, or Microsoft Teams link
• Status - You've accepted or tentatively accepted the meeting

Meetings That Are Skipped

Auto-scheduling will NOT add bots to:

• Personal events (no other attendees)
• All-day events
• Past meetings
• Meetings you've declined
• Meetings without a video conference link
• Recurring meetings (only individual instances are scheduled)

Managing Auto-Scheduled Bots

Viewing Scheduled Bots

To see which bots have been auto-scheduled:

1. Open Meetings in the left navigation menu (the Meetings page replaced the old Meeting Bots page — scheduling, live recordings, and summaries all live there now)
2. Upcoming meetings that have a notetaker scheduled show it on their meeting card
3. Click the meeting's title to open its details page

Canceling an Auto-Scheduled Bot

If you want to cancel a specific auto-scheduled bot:

1. Open Meetings in the left navigation menu
2. Find the upcoming meeting's card
3. Use the notetaker control on the card to cancel the bot
4. Confirm the cancellation

The bot will not join that meeting, but auto-scheduling remains enabled for future meetings.

Disabling Auto-Scheduling

To stop auto-scheduling entirely:

1. Navigate to Settings → Personal Preferences
2. Find the Meeting Bots section
3. Toggle Auto-Schedule Meeting Bots to OFF
4. Click Save

Already-scheduled bots will remain scheduled, but no new bots will be added automatically.

Understanding Bot Status

Each meeting card on the Meetings page reflects its bot's state:

• Scheduled - Bot is scheduled and will join at meeting time
• Active - Bot is currently in the meeting
• Completed - Bot has finished and transcript is being processed
• Failed - Bot encountered an error (you'll receive a notification)
• Cancelled - Bot was manually cancelled

Notifications

You'll receive notifications when:

• A bot is automatically scheduled for an upcoming meeting
• An auto-scheduled bot successfully joins a meeting
• An auto-scheduled bot fails to join (with troubleshooting steps)
• A transcript from an auto-scheduled bot is ready

You can customize notification preferences in Settings → Notifications.

Best Practices

When to Use Auto-Scheduling

Auto-scheduling is ideal for:

• Teams that conduct frequent video meetings
• Users who want comprehensive meeting coverage
• Organizations that value meeting documentation
• Managers who need to stay informed about team meetings

When to Manually Schedule

Consider manual scheduling for:

• Sensitive meetings that shouldn't be recorded
• Quick 1-on-1 check-ins
• Meetings where recording might be inappropriate
• External client meetings (get permission first)

Tips for Success

• Check Your Calendar - Ensure meeting links are included in calendar events
• Review Meeting Titles - Use clear meeting titles so bots are associated correctly
• Monitor Bot Status - Check the Meetings page periodically
• Provide Feedback - If bots miss meetings or behave unexpectedly, report it

Troubleshooting

Bot Didn't Join My Meeting

If an auto-scheduled bot didn't join:

1. Check that the meeting included a valid video conference link
2. Verify the meeting had 2+ attendees
3. Ensure the meeting was at least 15 minutes long
4. Check the meeting's card on the Meetings page
5. If the status shows "Failed", check notifications for error details

Too Many Bots Scheduled

If auto-scheduling is adding bots to too many meetings:

1. Consider disabling auto-scheduling and using manual scheduling
2. Review your calendar to remove video links from personal events
3. Decline meetings you don't need bots in

Bot Joined Wrong Meeting

If a bot joined an unexpected meeting:

1. This is rare but can happen with similar meeting times
2. Check the meeting details associated with the bot
3. Cancel the bot if it's in the wrong meeting
4. Report the issue to support with meeting details

Auto-Scheduling Not Working

If auto-scheduling isn't adding bots:

1. Verify auto-scheduling is enabled in your settings
2. Check that your organization has enabled the feature (admin setting)
3. Ensure your calendar is connected and syncing
4. Verify upcoming meetings meet eligibility criteria
5. Wait up to 1 minute for the next scheduling check

Feature Availability

Auto-scheduling requires:

• The :auto_schedule_bots feature flag to be enabled for your organization
• Active calendar integration (Google Calendar, Outlook, etc.)
• Valid meeting bot subscription

Contact your administrator if the feature is not available.

See Also

• Meeting Bots Overview - Introduction to meeting bots
• Manual Bot Scheduling - Scheduling bots manually
• Transcript Management - Working with meeting transcripts
• Calendar Integration - Setting up calendar sync