Choose who can read a Meeting
Each Meeting saves its own viewers. A linked calendar invitation supplies the initial viewers from its organizer and invitees, excluding declined invitees and resource rooms. Active Workspace members whose account or connected calendar identity matches can read the Meeting without confirming attendance in Cogno. Later calendar edits, cancellation, event deletion and calendar disconnection do not change the saved viewers. Change access through Access settings. Removing someone from the Workspace still removes their access. In Meetings, open the … menu on the Meeting’s row and select Access settings. The dialog shows that Meeting’s title and date; changes apply only to that Meeting. You can also change access after recording ends. Calendar-matched members are already selected and labelled From calendar. You are also selected and labelled You. Your own checkbox cannot be cleared; saving keeps your access so you can reopen the Meeting and its settings. The same row menu offers Copy link and, when you can edit content, Change Project. Copying a link keeps the Meeting’s existing access rules. Turn on Everyone in this Workspace can view to let all Workspace members read the Meeting, including members who join later. Turn it off to limit access to the selected viewers. While it is on, individual viewer controls are disabled and your saved selection is kept. Add or remove viewers when it is off, then select Save changes. You can switch either way after recording ends. New Meetings start with access limited to their viewers. Existing Meetings that allow everyone keep that setting until you change it. Only the person who registered the Meeting can change access; Workspace administrators do not automatically gain access to limited minutes. Access settings are unavailable when Cogno cannot identify the registration owner or when you are not that owner. These settings control opening the Meeting, its transcript and recording. Automatic Task creation continues. Summaries copied into Tasks and Tasks created from the meeting keep their existing Task and Project sharing permissions. A private recording remains available to its owner. Recording URLs already issued remain usable until they expire: 15 minutes for downloads and 2–12 hours for playback.Prerequisites
- Your own Allow meeting recording setting in Settings → Recording must be on. It applies to every workspace you belong to.
- For the meeting bot: a meeting URL that starts with
https://(Zoom, Google Meet, or Microsoft Teams). - For desktop recording: the Cogno desktop app on an Apple Silicon Mac or 64-bit Windows computer. Slack Huddles require an Apple Silicon Mac. Desktop recording is audio-only.
Two ways the Notetaker joins
The Notetaker is visible to everyone on the call: it appears in the
participant list as Cogno Notetaker, and on joining it posts and pins a
chat message — “This meeting is being recorded by Cogno Notetaker.” — so no
one is recorded without knowing.
Send the Notetaker to a meeting
Open Meetings from the sidebar. The page lists recorded meetings on the left and shows the selected transcript on the right.1
Select + Meeting, then Join a live meeting
Select + Meeting above the meeting list, then Join a live meeting,
to open the Send Cogno Notetaker panel. The same menu has Record this
room (desktop app only) and Add transcript.
2
Paste the meeting URL
Paste a Zoom, Google Meet, or Microsoft Teams URL. The URL must start with
https:// — otherwise you’ll see URL must start with https://, and a
malformed link shows Enter a valid URL.3
Add an optional title
Enter a name in Title (optional — added automatically). Leave it blank
and Cogno names the call after its platform, then replaces that placeholder
with a specific title from the finished transcript. A title you enter
yourself stays unchanged, and you can rename the meeting later from its
detail view.
4
Choose a Project
Select Assign Project and pick an active Project in the same Workspace
to file the meeting under as soon as it is recorded. Leave it unset and the
rule the meeting link already carries still decides — see
Assign a Meeting to a Project.
5
Choose whether to save video
Save video recording is off by default: the Notetaker records audio and
creates the transcript. Turn it on to also save a playable video.
6
Send the Notetaker
Select Send. Cogno confirms with Notetaker dispatched. It can take
up to a minute for the Notetaker to appear in the call, depending on the
platform.
Record calendar meetings automatically
Once you connect Google Calendar, Cogno sends the Notetaker to your meetings without you pasting a URL. Upcoming meetings appears at the top of the meeting list; before anything is scheduled it reads No upcoming meetings. This list contains only events from your own connected calendars, not other members’ synced events. Private or confidential Google Calendar events are excluded, including from your own list, and their details are not supplied to Cogno’s calendar tools. Cogno sends the Notetaker to a calendar meeting only when all of these hold:- Your Google Calendar is connected.
- The event is not cancelled and has both a start time and a meeting link — Google Meet, Zoom, Microsoft Teams, and Webex links are recognized.
- The event is not marked private or confidential in Google Calendar. This exclusion takes priority over Have Cogno join, including when another connected calendar marks the same meeting link and start time private.
- The meeting starts at least 2 minutes from now — Cogno needs a moment to send the bot, so meetings starting sooner are skipped.
- Have Cogno join has not been turned off for that occurrence. Eligible occurrences default to on, including meetings visible through shared or delegated calendars.
- Meeting title starts with the calendar title; a change you make is kept through later calendar syncs.
- Have Cogno join defaults to on. Turn it off to keep the Notetaker out of a sensitive or customer-hosted call — this also removes an already-scheduled Notetaker within the selected participation scope.
- Participation applies to appears when the event has recurring-series information. This event only is selected by default. Choose This and following events to apply participation from this occurrence onward, including future occurrences synced later. Other occurrences with individual participation settings keep those settings. Choosing this scope enables Save even if Have Cogno join is unchanged.
- Save video recording appears only while Cogno participation is on, and is off by default. Video settings cannot be changed within 10 minutes of the meeting start.
If several teammates with connected calendars are invited to the same
meeting, only one Notetaker joins — Cogno de-duplicates by meeting link
and start time.
Add a transcript you already have
A meeting Cogno didn’t record can still become a Meeting. On the Meetings page, select + Meeting → Add transcript, paste your notes or transcript, optionally give it a title, and select Add. Cogno generates the title, summary, and Tasks from what you pasted.Record a desktop call
The Cogno desktop app can record Microsoft Teams calls — including direct calls and Meet now — and Slack Huddles, with no bot joining the call. Zoom and Google Meet are not desktop-recording targets. Desktop recording captures audio only. A desktop recording belongs to your account first; it reaches a workspace only after you share it. Sharing is what creates the Meeting, its summary, and its Tasks.Set up desktop recording
Desktop recording is configured under Desktop recording in Settings → Account.1
Turn on a provider
Switch on Microsoft Teams and/or Slack Huddles. Turning a provider
on lets Cogno notice its calls; nothing is recorded until you accept each
call. Turning both providers off stops new offers. If a recording is already
running, it continues until that call ends; detection then stops. Turn a
provider on again to resume detection.
2
Grant recording permissions (macOS)
With a provider enabled, the app shows a Recording permissions row.
While permissions are missing it reads Setup needed; select Open
System Settings, allow Accessibility, Microphone, and Screen Recording,
and switch back to Cogno — the row rechecks automatically and turns to
Allowed. If Microphone access is missing, an Allow microphone
access banner also appears and clears itself once access is granted.
3
Save
Select Save. Cogno confirms with Recording settings saved.
Record a call
Keep the desktop app open and start a supported call. Cogno detects it and offers to record: a badge appears reading Meeting detected, with the call’s title, a Record button, and a way to decline. Nothing is recorded until you select Record. Decline applies only to that call. Select Record this call in the confirmation to undo it. If two calls are detected together, Cogno waits for your decision on the first before offering the second. If an offered call ends, Cogno confirms that it ended without being recorded. Leave and rejoin the same call and Cogno offers it again. A new recording after rejoining is added to the same Meeting and keeps its original sharing choice and Task. Cogno discards a new recording stopped within 20 seconds of its confirmed start. Recordings added to an existing Meeting after rejoining are kept even if brief, preserving the earlier recordings in that Meeting. If a Cogno Notetaker is joining or recording the same calendar call, Cogno holds the desktop offer to avoid recording twice. A Notetaker waiting for admission, denied entry, or already finished does not block the offer. Cogno checks again while the call is open. If a Notetaker starts recording while this computer is recording, Cogno finishes the desktop recording and tells you that the Notetaker has taken over. When a teammate’s Notetaker records the call, Cogno shows it as recording, as it shows your own: the call’s app and the time since it started. If the network drops mid-recording, Cogno says so. Two minutes offline and the recording ends on its own; once the connection is back, Cogno offers the call again so you can start a new one. When the call ends, Cogno shows Recording finished. The recording stays private to your account, and its transcript is produced right away so you can read what was said before deciding where — or whether — it belongs.Control a recording while the call is running
On macOS a small badge floats over the call, showing a red dot and how much has been recorded. Its record and stop controls stay in the main Island position even when an approval is also waiting. On Windows the same controls are in the Cogno menu, reached from the recording indicator.
A call produces exactly one recording: Stop recording is a hold, not an
end, and Delete recording is the only control that ends a recording before
the call does.
Choose where a recording is saved
Select the destination on the badge to open the list. Only me keeps the recording private to your account and is what every recording starts as. Choosing a workspace shares it there straight away, creating the Meeting; going back to Only me withdraws it again. Only workspaces you can add content to are listed — a Viewer seat is not offered.Follow processing after a meeting
Open a meeting and select Open meeting Task to see its summary, processing state, and related Tasks together. The meeting Task links back to the meeting and its Transcript. Processing remains visible while the transcript is being prepared. A recording with no detected speech says so. The meeting Task title uses the meeting date in the workspace’s timezone, followed by the counterpart and meeting kind suggested by the notes, for example10/24 Acme weekly sync. This names the Task only; it leaves the
calendar event and the meeting’s own title unchanged. A Task title you edit
yourself is preserved.
After the final transcript, Cogno checks related Slack threads and current
Tasks and reconciles the requests made during the call. When that review is
complete, it marks the meeting’s notes Task Done once. Action Tasks retain
their own status. The transcript becoming ready alone does not close the Task.
If Slack cannot be checked or the review is incomplete, the Task stays open.
A Task you reopen stays open during later reviews; active work is not interrupted.
When notes are ready or processing fails, the recorder receives an Inbox
notification linked to the meeting Task. The desktop island also shows a
completion check when it receives the ready notification; select it to open
the meeting Task.
If your recording failed, open the meeting and select Retry processing.
Cogno can retry when the recording service still has the recording; if it is
unavailable, the error explains that. Editing the summary updates the meeting
Task too.
Share or download a private recording
Recordings you made on this computer are listed on the Meetings page under the My recordings scope — switch the toggle above the list from Workspace to My recordings. Each stays private to your account until you share it; shared ones stay listed there with the workspace they went to. Selecting a recording opens its transcript beside it, along with:- Share — pick a workspace. The recording becomes a Meeting there, and its transcript produces the summary and Tasks.
- Change workspace — a shared recording can be moved to a different workspace, which removes it from the first one. Once its workspace has processed the recording it can no longer be moved.
- Download — save the recording file through your browser. While Cogno fetches the link the button reads Preparing….
When teammates record the same call
Each person’s recording is separate until someone shares it, so a call several teammates recorded reaches the workspace only once — whoever shares first creates the Meeting. If you share a recording of a call the workspace already has, Cogno asks Another member already shared a recording that looks like the same meeting to this workspace. Share anyway?Find an older meeting
The list loads the 50 most recent meetings and brings in older ones as you scroll down. Meetings are grouped by the day they happened (Today, Yesterday, This week, Earlier) in your own time zone — a calendar meeting is placed by when the Notetaker was due to join. Above the list, Search recordings matches a meeting’s title, its meeting URL, and the name of whoever recorded it. The search covers the workspace’s whole meeting history, not only the meetings already loaded, so a call from last year is found by typing its title. The Anyone filter beside it narrows the list to one person’s recordings, and it offers everyone who has recorded in the workspace — including colleagues whose meetings are all older than the first page. Both work together, and Clear filters returns to the full list.Browse long recording lists
The meeting list loads more as you scroll and restores earlier rows when you return. Selected meetings remain selected as you read further.Read, edit, and stop a meeting
Select a meeting in the list to open its detail view.- Summary — a short takeaway plus key points, stamped Generated with its date. Select Edit to revise the Short summary and Key points (one line per bullet), or Copy to copy it out. The summary is written from more than the transcript: who was in the call, who spoke and for how long, and anything typed into the meeting chat all feed it.
- Transcript — the call by speaker, with consecutive lines from one person grouped into a turn. Select Edit to correct speakers or text, or Copy to copy the full transcript.
- Recording — once ready, Play streams it in the detail view and Download saves the video file through your browser. The section also shows duration and file size.
- Copy link — copies a direct link to the meeting. It works only for members who can view this Meeting; it is not a public share link.
- Title — select the edit control next to the title to rename the meeting.
Assign a Meeting to a Project
Choose a Project directly from the Meeting list, or in the Send Cogno Notetaker panel while sending the Notetaker. You do not need to open each Meeting first. This organizes shared Meetings without changing their sharing or moving existing Tasks. When Cogno evaluates a finished Meeting, its selected Project takes precedence over meeting-link filters. Without an assignment or matching filter, Cogno still considers relevant active Projects in the Workspace; it does not assign a default Project or grant unrestricted access to other source content. An archived assigned Project does not receive new work through this evaluation. An inferred Project is a candidate, not an assignment. Without an explicit Meeting Project, confirmed actions stay as unassigned Meeting drafts and do not start work. Each action needs one explicitly selected responsibility Project before it becomes a Task. When a member sets the Meeting’s Project, its unassigned drafts become Tasks in that Project, owned by each draft’s owner and not started; withdrawn or empty drafts stay as they are. Same meeting link files only the selected Meeting’s drafts, not past occurrences. You can also ask Cogno in chat to set a Meeting’s Project; it acts only on your own words. Changing a Meeting’s Project does not move existing Tasks. Draft editing and individual placement are available through the Meeting API; the Meeting detail does not yet have a draft editor. After an input has been evaluated, retrying it in the same Workspace does not start another review, even after its first review started. Changing only the Project, filters, generated summary, or generated speaker labels does not reactivate it. Editing the source transcript — including spaces and line breaks — makes it eligible for evaluation when processed again. Restoring an older text after another version was evaluated also counts as a changed input. A different shared Workspace is a new scope, but existing Tasks stay in their original Workspace and Project. Concurrent edits or sharing changes invalidate an in-flight evaluation. Older transcripts without an evaluation marker may be evaluated once again. This retry protection does not by itself prevent similar Tasks from genuinely different transcript versions.1
Choose a Project from the list
In Meetings, open the … menu at the right of a Meeting row and select Change Project.
Search for an active Project in the same Workspace and select it. The name
appears on the row and in the Meeting detail. Select No Project to clear it.
2
Assign several Meetings together
Select Select meetings, check the rows you want, then use the folder
control above the list. Choose one Project or No Project for all selected
rows. Select Done to leave selection mode. The list contains up to 50
recent Meetings; a bulk change applies only to the selected visible rows.
3
Keep a recurring meeting in one Project
For a Meeting with a room link, open its Project picker and check
Same meeting link, including future meetings before choosing the Project.
All shared Meetings with that exact link in this Workspace are updated,
including older ones outside the current list. Future Meetings inherit the
Project when recorded or shared here. This also replaces prior assignments
for that link. To remove the rule and its assignments, check the same option
and choose No Project. Leave it unchecked to change only this occurrence.
Play or download the recording
When Save video recording was on, Cogno saves the meeting video after the call and adds a Recording section to the meeting’s detail view. Any workspace member can use it:- Play streams the recording right in the detail view.
- Download saves the video file (MP4) through your browser.
- The section also shows the recording’s duration and file size.
Recordings delete after 90 days
Cogno keeps each recording for 90 days after it becomes available, then deletes the video permanently. During the final 14 days, the meeting’s row in the list warns you with Recording deletes in 7d (the number counts down each day), then Recording deletes soon.From meeting to work
When in-call processing is enabled, the online Notetaker can begin work before the call ends. Cogno files only a specific request explicitly accepted by a clear owner and an explicit Project assignment. With no assignment, the confirmed request remains an unassigned Meeting draft. Proposals and unresolved discussion wait for the final transcript. Each in-call Task records the Meeting, the speech interval and the words that established the request. Starting work follows the existing permissions; a Task can remain saved when execution cannot start. After the full transcript is ready, Cogno checks those Tasks against the final decisions:
The final report includes what happened to the in-call Tasks. Repeated delivery
of the same identified request reuses its Task.
Speech delivery can lag by several minutes, depending on the language and
transcription service. In-call processing applies to newly dispatched online
Notetakers; desktop, phone and pasted transcripts use the completed-transcript
path. It does not require a new setting on the Meeting page.
Troubleshooting
If a meeting shows Failed, its detail view explains why. Common causes:
For anything not listed here, see Troubleshooting.
Related docs
- Meetings reference — statuses, retention, caps, and the Free-plan allowance.
- Record an in-person conversation — record the room with one key.
- Connect Google Calendar — let Cogno schedule the Notetaker.
- Tasks — review and curate work created by Cogno.