In this guide, we highlight the particularities of the Google Meet conference platform, which may impact how the MeetGeek Notetaker joins and records your Meet meetings.
Defaults
By default, MeetGeek joins all your scheduled Google Meet calls found in your calendar. In addition to the meetings you host, MeetGeek also automatically joins meetings where you are not the host. Please note that, in many cases, the Notetaker still needs to be admitted into the call by the host of the Google Meet meeting.
To record an instant Google Meet meeting with MeetGeek now, simply copy the join link and paste it into the form on the Upcoming meetings page or the Chrome Extension
Note: If you want to disable MeetGeek for all your Google Meet calls, uncheck the Google Meet checkbox from the Settings page.
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(Applicable to all conference tools)
Google Meet link validation
In order to be recognized by MeetGeek, the provided join link must have the following format: meet.google.com/xxx-xxxx-xxx
The Google Meet link must be present in the location, description, or agenda fields of the calendar event (or contained in the email body or text pasted in the ad-hoc form on the Upcoming page).
Note: if a Calendar event contains multiple join links, there is no way in which MeetGeek can detect which is the correct one. Make sure the event contains only one valid Google Meet join link.
Joining the Google Meet call
The MeetGeek Notetaker joins Google Meet calls as a participant at the scheduled start time. It's not necessary for you to also join the meeting in order for the Notetaker to record it. It joins the meeting independently of you. By default, the Notetaker is named after you.
Note: The keywords "MeetGeek Bot" are required in order for it to tell apart the real persons vs. bots and correctly detect the end of the meeting. On the Business plan, the name can be customized from the Settings page.
Recording the Google Meet call
The MeetGeek Notetaker will wait a maximum of 10 minutes for at least one non-bot participant to join the meeting before starting recording.
Once the recording is started, the Notetaker will send a recording disclaimer on the chat. This is an indication that the recording started successfully. On the Business plan, the recording notification message can be customized from the Settings page. It has a fixed beginning and customizable content afterward.
Analyzing the Google Meet call
The meeting analysis starts after the meeting ends or the Notetaker is removed. During the analysis, the meeting is listed with an analyzing flag on the Past meetings page.
Note: Sometimes, the Notetaker may fail to detect that the meeting has ended if in the Google Meet call, there were other "bot" attendees that were recognized by MeetGeek as real participants. If this happens, the Pause button from the Upcoming page will force the Notetaker to leave the call and start the analysis.
The bot shows that is is recording, but I don't see the pop-up?
If a bot was sent to a Google Meet meeting, but your user didn't see it ask to be let in from the waiting room, it's likely because they were not the host of the meeting.
If the meeting was organized by someone else, by default, they won't be able to let anyone in (and won't see any indication of the bot asking to be let in), as only the "Hosts" will see popups to let participants in from the waiting room.
If none of the Hosts are in the call yet, nobody will see a pop-up to let the bot in. Once the host joins, then the host will see the pop-up appear.
Participants whose email address is on the event invite are able to join with no host present, so other invited participants may join before the host and wonder why the bot is not joining.
This behavior can be configured as shown here, but since you likely don't want to ask someone to change their Google workspace settings, we recommend informing the host/organizer of the meeting that you've invited a bot. This way, there is no confusion and there's no need for them to change their settings.
Authentication (Optional)
The MeetGeek Bot joins as an unauthenticated guest. From the examples you shared with us, there is likely an admin setting blocking guest access for the bot.
Here is how to adjust the settings from your Google Meet admin panel to allow guest access to ask for permission to join the meeting:
Sign in with an administrator account to the Google Admin console.If you aren’t using an administrator account, you can’t access the Admin console.
Go to Menu Apps > Google Workspace > Google Meet.
Click Meet safety settings.
(Optional) To apply the setting to a department or team, at the side, select an organizational unit. Show me how
Click Joining and select an Access type.
Here is the direct link, and attached is an example screenshot of how the settings should look (Trusted or Open) https://admin.google.com/ac/managedsettings/725740718362/safetySettings
After the settings are applied, please try again with a new meeting. Make sure you admit the bot to join from the lobby.