The notetaker is a meeting bot that joins Zoom, Google Meet and Microsoft Teams calls, records and transcribes them, and sends them to Four/Four for analysis. It joins as a participant named after your company (for example "Acme Notetaker") and always waits to be admitted. Recording can be paused, resumed or stopped, and anyone in the meeting can remove the notetaker. It is designed to meet the privacy requirements of GDPR and CCPA.

To use it you need a plan with notetaker recording allowance.

Connect Google Calendar or Outlook Calendar under Settings > Connections. The notetaker then joins meetings according to each user's setting (below), provided the meeting has a Zoom, Google Meet or Microsoft Teams link and at least one external attendee. It arrives shortly before the start time. If a colleague's notetaker is already booked for the same meeting, a second one does not join.

Add [email protected] as an attendee. It joins whatever your personal setting is. This also works for internal meetings.

On Conversations, select Invite notetaker and paste the Zoom, Google Meet or Microsoft Teams invite URL. You see "The notetaker has been invited." and it joins straight away, so use this for meetings that are about to start or are under way. If you see "We could not invite the notetaker to the provided meeting", check that you copied the full link. To record a Zoom webinar or session, add the notetaker as a panelist in advance; the Invite notetaker window includes a short video under "Recording a Zoom Webinar or Session?".

Open My Profile and find Notetaker settings on the Details tab, then select Save. New users are asked to choose at first sign-in.

The setting is personal but the notetaker is shared: one recording is made per meeting. If you choose "Don't join" but a colleague at the same meeting has "Join all", or is the organiser with "Only join organized", the notetaker can still join and you receive the conversation too.

A meeting is "external" if any attendee's email domain is not on your internal list. Maintain it under Settings > Company > Internal email domains (enter a domain such as company.com and select Add domain). Add every domain your colleagues use; subdomains must be added separately. If the list is empty or incomplete, internal meetings can look external and the notetaker may join them.

With a connected calendar, Conversations shows an Upcoming conversations card for this week and next. It lists meetings with a join link and an external or unrecognised attendee, plus any you have overridden.

While a meeting you are in is about to start or in progress, a banner at the top of Four/Four shows the notetaker's state and offers Invite Notetaker, Pause Recording, Resume Recording and Remove Notetaker as appropriate. Joining can take up to a minute. While it is in the waiting room, admit it from your meeting tool; it leaves after 20 minutes if not admitted. While recording, a label button lets you bookmark a moment with a label.

It also leaves on its own if no one joins within 20 minutes, if only bots remain, or after a long silence. When the meeting ends the recording is transcribed and analysed, and the conversation appears under Conversations, usually within a few minutes.

Using the notetaker depends on your role. If you cannot see Invite notetaker or your notetaker settings, ask your Four/Four admin.