Meeting settings

Your meeting settings control how the Katalyz notetaker behaves when you have calls — whether it joins, what it's named, and how transcripts get summarized.

⚠️ Requires the Katalyz Recording module (€25 per user per month). These settings only appear once the module is active on your workspace — see Katalyz Recording.

Access meeting settings

Go to Settings → Account → Meetings.

Record settings

Notetaker name

The name the bot uses when it joins calls. Buyers see this name in the participant list — pick something that makes it obvious this is your note-taker, not a person.

Good examples:

• "Charles' Notetaker"
• "Sarah (AI Assistant)"
• "Katalyz AI — Acme Deal"

Avoid generic names like "Bot" that buyers might find confusing or off-putting.

Auto-record meetings

How aggressively the bot joins calls on your calendar:

• Always — joins every meeting on your calendar automatically. Best for teams where everyone opts in consistently.
• Never — you invite the bot manually, meeting by meeting.
• Ask me every time — you get a prompt before each meeting to decide.

Default recommendation: start with "Ask me every time" for a week to see which meetings are worth recording, then move to "Always" once you've calibrated.

Summary prompts

Instead of one free-text instruction, you keep a list of named prompts — "reusable prompts to summarize meetings in different ways. The default is applied automatically; the rest can be picked per meeting."

Katalyz ships with two:

Each prompt card has a Prompt name field, an instructions box ("Describe what the summary should focus on…"), a Set as default button (the current default shows a Default chip) and a trash icon to remove it — you can't delete the last one. + Add prompt creates a blank card. Click Save changes in the bar that appears at the bottom.

How prompts are used

• The Default prompt runs automatically on every new recording — its output is what you see in the recording's AI Summary tab and what the Meeting widget shows in a room.
• The others are there to be picked per meeting when a call deserves a different lens: a discovery call, a security review, a renewal negotiation.

Ideas for extra prompts:

• "Manager readout — highlight risks and decisions, skip small talk."
• "Technical requirements and objections only, as a bullet list."
• "Pricing discussion: amounts mentioned, discount asks, and what we committed to."

Meeting bot etiquette

When the notetaker joins a call, it's visible in the participant list with the name you chose. Best practices:

• Announce the bot at the start — tell participants: "For reference, my notetaker will be recording this call."
• Get verbal consent in jurisdictions requiring it (EU, California, some US states)
• Rename the bot for sensitive calls — e.g. legal discussions, HR matters — to make its presence obvious

What gets recorded

• Audio — always
• Video — when available
• Transcript — auto-generated after the call
• Speaker labels — the bot identifies who said what (where possible)

Recordings land in Meetings → My recordings and can be embedded in rooms via the Recording widget or Meeting widget, added from the Home page's Recordings to share block, and used to auto-fill room fields.

Disabling for a specific meeting

Even if auto-record is set to Always, you can remove the bot from a specific meeting:

1. On your calendar, find the meeting.
2. Open the event.
3. Remove the notetaker participant.

Or from Katalyz: Meetings page (left sidebar) → Upcoming meetings → find the meeting → click Record meeting to send the notetaker or remove it ("Notetaker removed from the meeting").

Troubleshooting

The bot didn't join my meeting.

• Confirm your calendar is connected — see Connecting your email
• Check the meeting has a Zoom/Meet/Teams link in the event (required for the bot to join)
• Verify auto-record is set to Always or Ask me every time

The bot joined but didn't record.

• Check the meeting wasn't shorter than 2 minutes (very short calls may not produce recordings)
• Contact contact@katalyz.co if the issue persists

Related articles

• Katalyz Recording
• Recording widget
• Embedding meeting recordings in rooms
• Connecting your email

Updated on: 02/10/2026