How to manually invite the Demodesk note-taker to meetings

What and why

Demodesk joins your meetings automatically once your calendar is connected. Two situations break that: meetings not on your connected calendar (external invites, ad-hoc calls) and meetings already in progress. This guide covers both so you never miss a recording.

Who this is for

Sales reps, account executives, and customer success managers who run customer conversations across multiple calendars or take unscheduled calls that still need to be recorded, transcribed, and coached.

Prerequisites

• An active Demodesk Coaching & AI seat
• Your calendar and email connected in Demodesk (Profile → Connections)
• The note-taker email address for your workspace (found in Profile → Recording settings)
• The meeting link you want to record (Zoom, Google Meet, Microsoft Teams)

Steps

Method 1: Invite the note-taker to a future meeting via calendar

Use this when the meeting isn't on your connected calendar — a customer sent you a Zoom invite directly, or you're joining a meeting hosted by another team.

1. Open the calendar invite — Go to the event in Google Calendar, Outlook, or whichever calendar tool hosts the meeting.
2. Add the Demodesk note-taker as a participant — In the guest or attendee field, paste your workspace's note-taker email address (format: notetaker@[your-workspace].demodesk.com). Save the invite.
3. Confirm the note-taker accepted — Within a few minutes, the note-taker will appear as an accepted guest. It joins at the scheduled start time and begins recording.
4. Check the meeting in Demodesk — Open Demodesk before the call starts. The meeting should appear under Meetings with the note-taker attached. If it doesn't, refresh or re-add the email to the invite.

Method 2: Invite the note-taker to a meeting already in progress

Use this when a call has already started and you decide mid-conversation that you want it recorded — a spontaneous discovery call, a customer escalation, or a meeting a colleague forgot to record.

1. Open Demodesk in a new tab — Go to your Meetings tab.
2. Click “Record Meeting” — This button is at the top of the Meetings view.
3. Paste the meeting link — Copy the full Zoom, Google Meet, or Teams link from the active meeting and paste it into the input field.
4. Submit and wait 1–2 minutes — The note-taker joins as a participant, usually within 1–2 minutes. You'll see it appear in the participant list like any other attendee.
5. Admit the note-taker if prompted — For meetings with waiting rooms enabled, the host needs to admit the note-taker. Let the host know it's a Demodesk bot before you paste the link so they know to admit it.
6. Continue the call — Once the note-taker is in, it records the rest of the conversation. You get the full AI summary, follow-up email, and coach scorecard for whatever portion it captured.

Tips

• Add the note-taker email to your address book. Once it's a saved contact, adding it to future invites takes two seconds.
• Only the portion after the note-taker joins gets recorded. If you invite mid-call, everything before that point is lost. Invite as early as you can.
• Waiting rooms will delay the note-taker. If you're the host, disable the waiting room for the note-taker or admit it the moment it knocks.
• The note-taker records in 98 languages. No configuration needed. Demodesk detects the spoken language automatically.
• Bookmark important recordings. Manually recorded meetings follow your workspace's retention policy. If a call was critical, bookmark it so it's exempt from auto-deletion.

Related skills and agents

• AI Assistant — generates the summary, follow-up email, and CRM updates once the recording is captured
• AI Coach — scores the manually recorded call against your team's scorecard
• AI Analyst — answer questions about any recorded meeting, including ones you invited manually
• Recording retention settings — configure how long manually invited recordings are kept