Meeting statuses
The meeting list shows the same status badge as the detail view for every meeting except a finished one (Transcript ready), which stays quiet: in flight, Failed, Not recorded and Archived meetings all show it on their row. 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.
Calendar participation precedence
Each calendar occurrence uses the first available participation choice:
A series choice applies from its starting occurrence onward. Cogno uses the
occurrence’s original scheduled time to select that choice, so moving an
occurrence does not change which series setting it inherits. If the original
time is unavailable, Cogno uses the existing event preference instead.
An enabled participation choice still respects your recording switch,
auto-join rules, meeting eligibility, and plan allowance. See
Record calendar meetings automatically.
Save participation through the API
PATCH /api/v1/recall/calendar/events/{event_id}/settings accepts a participation
scope alongside bot_preference and video_recording_enabled:
Title and video edits always apply to the selected occurrence only. You can
change only events from your own connected calendar in the current workspace.
Choosing
this_and_following requires a recurring-series identity and an
original start time; otherwise the API returns 400 before saving anything.
The response and events list return the effective bot_preference, along with
bot_preference_override, provider_series_id, and original_start_time.
After a series save, Cogno reconciles upcoming occurrences in the saved range.
If the recording service fails, the API returns 502; the saved choice remains
and Cogno retries applying it in the background.
Calendar sync and retries use your latest saved participation setting.
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
starts the transfer into Cogno’s storage. Sharing does not extend the
recording service’s original expiry. The 90-day workspace window starts after
the transfer succeeds. If the service has already deleted the media, sharing
cannot restore it; transcripts already saved in Cogno remain available.
- 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.”
Recording length caps
Each recording path has its own cap:When the Notetaker leaves on its own
The Notetaker leaves based on participants leaving, without waiting for the scheduled meeting end time:
Recognized Notetakers, including Notta Bot, do not keep the recording open
after people leave. Participants with unrecognized or missing names count as
people, so Cogno keeps recording while they remain to avoid ending a live meeting.
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.