At a glance
Connect your Google Calendar and the Cogno Notetaker joins your meetings for you — recording and transcribing them so the discussion becomes searchable Meetings and Tasks. You keep taking meetings as usual; Cogno handles the note-taking and follow-ups.
What this does
Cogno watches your calendar for events with a meeting link and automatically sends the Notetaker to join them about one minute before the scheduled start. After each meeting, the transcript becomes a Meeting in Cogno, and Cogno can turn action items into Tasks. Automatic meeting recording uses read-only calendar access — it reads event titles, times, links, and guests. Separate agent calendar writes require write access and enabled tools, as described below. Google Calendar is the only calendar source today; there is no Outlook or Microsoft 365 calendar connection.What gets recorded automatically
Eligible calendar events — not cancelled, with a start time at least 2 minutes away, not marked private or confidential in Google Calendar, and with a supported meeting link (Google Meet, Zoom, Microsoft Teams, or Webex) — default to Cogno participation, including events visible through a shared or delegated calendar. You control each occurrence from Upcoming meetings on the Meetings page: turn Have Cogno join off, edit the Cogno title, or disable the saved video. For recurring events, Participation applies to lets you choose This event only or This and following events. Title and video changes always affect only the selected occurrence. For the full rules, see Record calendar meetings automatically. Upcoming meetings shows only events from your own connected calendars, not other members’ synced events. Private or confidential events are excluded even from your own list and from Cogno’s calendar tools. Google Calendar events marked private or confidential are excluded from calendar Notetaker participation even when Have Cogno join is on. If any connected calendar marks the same meeting link and start time private or confidential, this exclusion applies across the workspace. When a later sync detects that change, Cogno cancels pending Notetaker participation; it does not force a Notetaker out of an active call or delete existing recordings. Stored private or confidential calendar details are also excluded from Meeting calendar context and automatic title suggestions; existing recordings remain. When a sync identifies an event as private or confidential, Cogno discards its synced provider details rather than keeping its title, description, guests, or meeting link. Periodic cleanup also removes retained provider details for events already known to be private, even after calendar disconnection; it does not delete user-authored content, existing Meetings, recordings, or past conversations.Skip whole kinds of events
Settings → Recording → Calendar auto-join keeps the Notetaker out of events you never want recorded. Every rule is off until you turn it on, and a change also removes Notetakers already scheduled for upcoming events it now matches.
Turning Have Cogno join off for one occurrence still works on its own.
Save video too, in the same section, decides whether events added to your
calendar from now on also save video. It does not change events already listed;
each occurrence can still be switched in Upcoming meetings.
If several connected teammates are invited to the same meeting, only one Notetaker joins — Cogno de-duplicates by meeting link and start time within the workspace.
Before you start
- You can open Integrations in the target workspace.
- You’re signed in to the Google account whose meetings you want recorded.
Connect your Google Calendar
1
Open the integration
Open Integrations and select Google Calendar.
2
Start the connection
Click Connect my Google Calendar. The button briefly reads Opening Google… while Cogno opens Google sign-in in a separate window — in the desktop app, it opens in your default browser.
3
Approve in Google
Sign in and grant access. Back in Cogno, the button reads Waiting for Google authorization… with the hint Complete authorization in the popup. Your connection will be reflected automatically.
4
Confirm your connection
The connection row shows your Google email, the status, and — once the first sync finishes — the last sync time.
This connection is per member — connecting yours records the meetings on your calendar. Teammates connect their own from the same page. A Google account can be connected to one Cogno workspace at a time; to use it in another workspace, disconnect it there first.
Connect more than one Google account
If your meetings are spread over several Google accounts — for example a work and a personal one — connect each of them. Once one is connected, the connection row offers Add account; sign in with the next Google account the same way. The row then lists every connected address, and each appears as its own row under Workspace members. All of your connected accounts count as your calendar: the Notetaker joins meetings from each of them (a meeting on two of your addresses is joined once), and agents read events and check free time across all of them. A new event an agent creates goes on the account you connected most recently.Agents and your calendar
When you ask an agent for work, or work with one in a session, it can read Google Calendar the way Google Calendar itself does: list events in a time window, read one event, and find a time that is free in one or more calendars. By default it reads your own calendar. Name a teammate by email address and the agent reads their calendar with your Google connection, so it sees exactly what Google shows you.- Private and confidential events are excluded. Cogno’s calendar tools do not return these events, even from your own calendar or when Google lets you read their details. Free/busy checks still account for occupied time without exposing event details.
- Google also limits what is visible. If a teammate shares their calendar with you in full, the agent can read other events’ details. Free/busy-only sharing exposes occupied time, not titles. If the calendar is not shared with you, the agent sees only the events its owner marked Public in Google Calendar, and says so (
calendar_not_shared) when there is nothing it can read. - Public events are visible to any run. When nobody is asking (no member behind the run) or the member has not connected Google Calendar, the agent can still read a connected workspace member’s events that are explicitly marked Public in Google Calendar, and only those.
- Your own calendar needs a run that acts for you. A run nobody asked for has no calendar of its own to read.
- Free time checks every calendar you name (up to 10). A calendar Google does not show you is reported as unknown and never counted as free. It uses the workspace timezone unless asked otherwise.
- Teammates do not need to connect for scheduling. Cogno resolves a named workspace member to their connected calendar email, or otherwise to their account email, and checks availability with your Google connection. If the address is unknown, provide their calendar email. Cogno tries that address before suggesting connection or sharing changes; Google’s sharing settings still decide access.
- “This week” means Monday to Sunday in the workspace timezone.
See who’s connected
The Workspace members section lists the members who have connected their Google Calendar, with each connection’s status and a You badge on your own row. Before anyone connects, it reads No one in this workspace has connected their Google Calendar yet. Use it to see who’s covered by the Notetaker.Disconnect
Open the ⋯ menu on the connection row and choose Disconnect, then confirm. Cogno stops reading your calendar; each member can disconnect only their own. With more than one Google account connected, choose Disconnect on the row of the account to remove under Workspace members; your other accounts stay connected.Common states
Related docs
- Record calls and meetings with Notetaker — how the Notetaker joins, the per-occurrence switches, and recordings.
- Troubleshooting