> ## Documentation Index
> Fetch the complete documentation index at: https://cogno.studio/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Meetings reference

> Meeting statuses, recording retention windows, length caps, Notetaker leave rules, field limits, and the Free-plan meeting allowance.

The numbers and states behind [Meetings](/docs/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.

| Status               | What it means                                              |
| -------------------- | ---------------------------------------------------------- |
| **Pending**          | The meeting is created and the Notetaker is being started. |
| **Bot dispatched**   | The Notetaker has been sent to the meeting.                |
| **In call**          | The Notetaker has joined the call.                         |
| **Recording**        | The Notetaker is recording.                                |
| **Call ended**       | The call finished; post-processing has begun.              |
| **Recording done**   | Recording is complete.                                     |
| **Transcribing**     | The transcript is being generated.                         |
| **Transcript ready** | The transcript is available to read and edit.              |
| **Failed**           | The Notetaker stopped before it could finish.              |
| **Archived**         | The meeting was stopped or cancelled.                      |

<Note>
  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.
</Note>

## 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.

| Recording                                                                                                                             | Kept for    | Counted from                                 |
| ------------------------------------------------------------------------------------------------------------------------------------- | ----------- | -------------------------------------------- |
| **In a workspace** — a Notetaker meeting's video, or a desktop recording after you share it                                           | **90 days** | When the recording becomes available to play |
| **Private (not shared)** — a desktop or ad-hoc recording still on your account, video recorded                                        | **7 days**  | When the recording is captured               |
| **Private (not shared)**, audio only — which includes every desktop and ad-hoc recording, since desktop recording captures audio only | **3 days**  | When the recording is captured               |

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 {N}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."

<Warning>
  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.
</Warning>

## Recording length caps

Each recording path has its own cap:

| Path                                                                   | Cap                                       | What happens at the cap                                                       |
| ---------------------------------------------------------------------- | ----------------------------------------- | ----------------------------------------------------------------------------- |
| **Notetaker bot** (sent to a URL, or calendar auto-join)               | **2 hours** of in-call recording per call | The Notetaker leaves the call; everything recorded up to then is transcribed. |
| **Ad-hoc room recording** (one-key, [in-person](/docs/in-person-recording)) | **100 minutes**                           | The recording finishes on its own and is saved.                               |
| **Desktop call recording** (Teams / Slack Huddles)                     | No fixed cap — ends when the call ends    | If the network drops for 2 minutes, the recording ends on its own.            |

## When the Notetaker leaves on its own

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

| Situation                                       | The Notetaker leaves after                              |
| ----------------------------------------------- | ------------------------------------------------------- |
| Held in the waiting room without being admitted | 20 minutes; a meeting platform can end the wait earlier |
| In the call, but no one else ever joins         | 10 minutes                                              |
| Everyone else has left the call                 | 1 minute                                                |

## 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](/docs/billing) for plans and upgrades.

## Field limits

| Field                  | Limit                                              |
| ---------------------- | -------------------------------------------------- |
| Meeting URL            | Must start with `https://`; up to 2,048 characters |
| Title                  | 1–300 characters                                   |
| Transcript             | Up to 500,000 characters                           |
| Summary short takeaway | Up to 20,000 characters                            |
| Summary key points     | Up to 100 items                                    |

## Related docs

* [Record calls and meetings with Notetaker](/docs/meetings)
* [Record an in-person conversation](/docs/in-person-recording)
* [Manage workspace billing](/docs/billing)