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Meetings
A notetaker joins the calls you accepted, writes the notes into the right client's knowledge base, and turns what was committed to into tickets and hours.
Where to find it: Meetings in the mode switcher.
What this section is about
Connect a calendar and, with Riley switched on, a notetaker is sent to every meeting you have accepted — including internal ones. It records, transcribes, writes a notes page, proposes knowledge-base updates, creates the tickets the call committed to, and logs an hour for each internal attendee.
Which client a meeting belongs to is worked out from who was in the room, using the email domains on each client. An internal-only call is filed against your own internal client. A call with an outside domain nobody claims is escalated for a human to attribute rather than guessed at.
What stops a notetaker is always somebody having said something: you declined or never answered, the series is switched off, you turned meeting notes off for yourself, or it is not a meeting at all — no join link, or nobody else invited.
Important features to use
- 01Switch a recurring series off onceThe Recurring tab lists the series on your calendar. Switching one off cancels the bots already booked for it, not just future ones, so it takes effect immediately.
- 02Turn meeting notes off for yourselfSettings → My Agents → Riley. It is a per-person switch, separate from whether the org has Riley at all, and it stops a bot joining meetings your calendar owns.
- 03Mirror holds between two calendarsIf you keep a client calendar and your own, calendar sync copies events from one to the other as blocking holds. A copy carries no guest list, so nobody is ever emailed about it, and you choose per direction whether the copy shows the real title or just "Busy".
- 04Review what the agent proposedKnowledge-base changes wait for approval, because approving one overwrites a page somebody wrote. You can also talk to the agent in the review dialog and have it revise its own proposal rather than discarding and starting again.
- 05Attribute a meeting by hand when askedAnybody who was in the room can file a meeting against a client, within their own access. The people in the room are the people who know where it belongs.
Common questions
- Why can't I see a colleague's meeting?
- Meeting access is personal: you see the meetings you were in — either on a calendar you connected, or with one of your addresses on the attendee list. Admins are not exempt. A recording of a call you had no part in is not your record.
- A meeting was not recorded. Why?
- Check, in order: did you accept the invitation; does the event have a join link; was anybody else invited; is the series switched off; is Riley switched on for the org and for you. An unanswered invitation counts as not accepted.
- A meeting landed on the wrong client.
- Check the client's email domains under its settings. Attribution reads the attendees' domains, so a client with no domains set cannot be matched.
- Does deleting a meeting delete its notes?
- Yes — the meeting, its notes page and that page's subpages, and any knowledge proposals still waiting. Tickets it created stay, because somebody may be working on them, and accepted hours stay because they are that person's own logged time. It deletes for everybody who was in the call, since there is one record of it.
- Does recording cost extra?
- Each bot that joins a call is billed by the recording provider, and internal meetings are a large share of a working calendar. The per-series switch and each person's own setting are the brakes.