Meetings & Auto Minutes

What it does

Addness meetings record the call, transcribe it, and have AI create minutes that are saved to Drive or to a goal's resources. Online meetings, in-person meetings, and Google Meet or Zoom meetings can be turned into minutes.

Connect Google Calendar to manage automatic attendance and video saving separately, with choices for each event (→ Schedule recordings for individual Google Calendar events).

① Meetings tied to a goal

Start from the goal row's "…" menu → "Meeting," or the headphone icon in the goal's chat. You can also share the join URL via "Meeting actions" next to "Meeting" → "Copy link."

Once you've joined, press "Start creating notes" (the note icon) in the control bar. Choose the transcription language ("Automatic (recommended)," Japanese, English, Vietnamese) and start, and everyone is shown that recording is in progress.

• The finished minutes are saved to that goal's resources. The goal's chat also shows "Meeting minutes were created," and you can open them from "View meeting minutes"
• You also get a notification: "Meeting minutes were added to the resources of '◯◯.'"

Note: For meetings from a goal or chat, minutes don't start just by joining. Press "Start creating notes."

② In-person meetings — start from "Recording, audio & meetings"

In-person meetings in a meeting room, or an on-the-spot discussion, can be turned into minutes without choosing a goal.

1. Press the nine-dot icon "Recording, audio & meetings" at the top right of the screen (the header) and choose "Meeting"
2. At "Start a meeting with notes?", press "Agree and start"
3. Place your PC where it can hear the conversation. As soon as it starts, the Addness minutes bot joins and transcribes in real time

When it ends, the minutes and transcript are saved to the "Huddle" folder of the person who started it, in Drive. The person who started it becomes the owner, and members who agreed and joined become viewers.

Note: You can't start a meeting from a smartphone browser. Start it from the Addness app or a browser on a PC.

③ Google Meet / Zoom meetings — request minutes from the Meeting notes page

Meetings held in Google Meet or Zoom, such as with people outside the company, can be turned into minutes too.

1. Open the Meeting notes page (https://www.addness.com/meeting-notes) and press "Request meeting notes".
2. Paste the meeting URL. To make them a goal's minutes, choose a goal with "Link to a goal." If you don't choose one, they are saved to the "Meeting Bot" folder in your own Drive. Enter a meeting notes title (up to 120 characters)
3. Choose "Also save the meeting video" (on by default; if off, the video isn't saved and only transcription from audio and saving the minutes happen). Press "Request meeting notes" to send
4. The meeting notes bot comes to the meeting, so allow it to join on the meeting side (after it joins, the bot posts a message to the meeting chat)
5. When the meeting ends, the AI-made transcript minutes land in the save location you specified. If you also save the video, the recording lands in the same place too. You get a notification when transcription finishes. You can check the progress on the meeting notes page from "View progress" after sending

Supported are Google Meet (https://meet.google.com/) and Zoom (https://zoom.us/j/; paste the URL with the password).

Requesting from the Meet screen (Chrome extension)

For Google Meet, install the Chrome extension "Addness Meet Recorder" and you can request with just a press from the Meet screen. You can also install it from "Add to Chrome" below the meeting URL on the request screen.

1. Press the blue "Record with Addness" in the row of buttons (microphone, camera, leave, and so on) at the bottom of the Meet screen
2. In the panel that opens, press "● Record with Addness"

The meeting notes bot joins the meeting. The save location is the "Meeting Bot" folder in your own Drive, in the organization you chose in the panel (you can't choose a goal).

Schedule recordings for individual Google Calendar events

Under My Settings › Integrations, press "Connect Google Calendar" in "Meeting bot calendar".

On the first connection, Automatically attend events is on and video saving is off. Existing connections and reconnections keep your saved settings.

• Automatically attend events automatically books attendance for new events with a meeting URL. Open View events in Meeting notes and use Attendance for each event under Upcoming events on the Meeting notes page
• Set Default video saving separately from each event's Follow default setting, Save video, or Do not save video choice. Turning video saving off still allows audio, transcription, and meeting notes saved to Drive for meetings the bot attends
• The page shows your saved preference separately from the setting applied to the attendance booking. If the setting has not been applied or the booking's setting is unknown, use Retry video setting when offered. A booking with video enabled does not mean the video file has finished saving
• For a booked event, video settings can be changed until 10 minutes before the earlier of the last accepted booking's start time and the latest event start time. Video settings cannot be changed after the bot has started joining
• New automatic bookings require both monthly-limit and AI-balance checks to be enabled. If automatic booking is unavailable, follow the on-screen guidance and check attendance for each event (→ FAQ)
• To stop, press Disconnect. Scheduled attendance bookings are canceled

The meeting notes bot's name and image (admins)

Participants in Google Meet and Zoom see the meeting notes bot with the name and image your organization chose. Organization admins can change them in Organization settings › Meeting notes bot (→ Organization settings). With "How it looks in meetings," you can check how participants will see it. The default name and message follow the requester's saved display language (Japanese if it hasn't been set). For languages other than Japanese, transcript and recording filenames contain _transcript_ and _recording_, respectively, and the transcription language is detected automatically.

• Bot name — The default name is <Name>の議事録bot in Japanese (Addness議事録bot if the requester's name is unavailable), and <Name>'s Addness Notetaker in other languages (Addness Notetaker if the name is unavailable). <Name> is the requester's name. Choose "Custom name" and the same name is used for every request in the organization (up to 60 characters)
• Bot image — Change it to a JPEG or PNG (up to 5MB and 1024px) with "Change image." "Reset to default image" puts it back
• Join chat message — When the meeting notes bot joins a meeting, it posts a message to the meeting chat. The default message includes the bot's name, the requester's name, the fact that it will create a transcript and minutes, and the Addness URL. In Japanese, the message is in Japanese and ends with https://hp.addness.com/ja; in other languages, it is in English and ends with https://hp.addness.com. Choose "Custom message" to use your organization's own text. In Google Meet, the message is pinned in the chat

What's kept as minutes

For Addness calls (① and ②, plus DM and group meetings), these two are kept. When you request minutes in ③, transcript minutes are kept too, and when "Also save the meeting video" is on, the recording is kept as well.

• The minutes themselves (AI summary and organization)
• The transcript (the full text with speaker separation)

Both are saved to Drive. In Drive, you can find them by filtering by tag ("Meeting minutes," "Transcript," "Meeting recording"). On the Meeting notes page, you can reread minutes in a list without digging through the save folders. MCP-connected AI (Claude Code, Codex, etc.) can also read the minutes it has access to.

• The original audio (recording file): For Addness meetings (① and ②, plus DM and group meetings), the recorded audio is deleted after it's used for transcription. No audio file is kept. For the Google Meet / Zoom meeting notes bot, the recording is kept only when "Also save the meeting video" is on
• Who can see them: ① can be seen by people who can see that goal; ② by the person who started it and the members who agreed and joined; ③ by the requester (or, when linked to a goal, by people who can see that goal). You can show them to others with "Share" in Drive. Organization admins can see them regardless of assignment (→ Security and data handling)
• Deleting: In Drive, press the "…" on the minutes' row → "Move to trash." Only people who can edit the minutes can delete them. Once permanently deleted from the trash, they can't be restored (→ Drive: "Permanently deleting from the trash")

Common notes

• Recording and transcription require the participants' consent. While recording, everyone is shown a notice, and latecomers get a consent prompt too (declining means leaving)
• Generating minutes consumes AI tokens. If your balance is short, you can't start
• The maximum number of meeting participants is 50
• The meeting notes bot isn't available on the Starter plan (→ Plans and billing)