Skip to main content
The numbers and states behind Meetings: what each status means, how long recordings are kept, how long a recording can run, and what the Free plan allows.

​
Meeting statuses

The meeting list shows a status badge while a meeting is actively in flight and for Failed or Archived meetings; the detail view always shows the status. In-progress statuses show a spinner.
When the Notetaker was never let into the room — declined, stuck in the waiting room, or the call never opened to it — the meeting shows Not recorded instead of Failed: nothing malfunctioned, so it reads as a warning rather than an error.

​
Retention: how long recordings are kept

Two different windows apply, depending on whether a recording belongs to a workspace. Transcripts and summaries are never deleted by either window — only the media file is. How the two windows connect: a private recording is never copied into Cogno’s own storage — it stays with the recording service for its 7-day or 3-day window, and downloads come straight from there. Sharing it with a workspace is what copies it into Cogno’s storage, and from then on the 90-day workspace window applies instead.
  • During the final 14 days of the 90-day window, the meeting’s row in the list warns Recording deletes in d, counting down daily, then Recording deletes soon.
  • After 90 days the Recording section disappears from the meeting and the video cannot be recovered. Download any recording you need to keep.
  • The private-recordings list states its own rule: “Recordings are deleted after 7 days, or 3 days when only audio was recorded. Share one with a workspace or download it before then to keep it. Transcripts are kept either way.”
Both deletions are permanent. If a private recording matters, share it or download it within its 3-day (audio) or 7-day (video) window; if a workspace recording matters beyond 90 days, download it.

​
Recording length caps

Each recording path has its own cap:

​
When the Notetaker leaves on its own

The meeting bot gives up rather than sit in an empty call:

​
Free plan allowance

On the Free plan, the two Notetaker paths — sending it to a URL and calendar auto-join — share a 100-minute allowance per calendar month (UTC):
  • At 80 minutes the workspace is approaching the limit.
  • At 100 minutes Cogno stops sending new Notetakers until the next month: the Send Cogno Notetaker panel reads You have reached the Free plan limit. You cannot send the Notetaker to new Meetings., and upcoming calendar meetings show Monthly limit reached instead of scheduling.
  • Desktop call recordings and ad-hoc room recordings do not use this allowance.
  • Business has no meeting-time limit.
See Manage workspace billing for plans and upgrades.

​
Field limits