How to set up personal profile and meeting recording preferences in Demodesk

What and why

This guide walks you through setting up your Demodesk profile: connecting your calendar and email, configuring notifications, and choosing which meetings the AI Assistant records. Get this right on day one and every relevant customer call is captured, summarized, and ready for follow-up — with zero manual effort.

Who this is for

New Demodesk users — AEs, CSMs, and sales managers — logging in for the first time and getting ready to record their first customer meeting.

Prerequisites

• An active Demodesk Coaching & AI seat (invite email from your admin)
• Access to your work calendar (Google Calendar or Outlook/Office 365)
• Access to your work email account
• Admin has configured company-wide recording defaults (optional but recommended)

Steps

1. Open your personal profile

Click your profile icon in the top right cornerof the Demodesk home screen. This opens your personal settings — connections, notifications, and recording preferences.

Your admin controls company-wide defaults. Your profile controls how Demodesk behaves for your meetings.

2. Connect your calendar and email

Go to the Connections tab in your profile settings.

Connect two things at minimum:

• Your calendar— Google Calendar or Outlook. This is how Demodesk imports your meetings so the Notetaker knows which calls to join.
• Your email— so Demodesk can send automated follow-ups on your behalf after each recorded meeting.

No calendar means no auto-join. No email means no automated follow-up.

If your company uses Salesforce, HubSpot, or Pipedrive, you may also see a CRM connection option here. Follow your admin's guidance on whether to enable this now or later — some teams roll out CRM sync in a second phase.

3. Configure your notification preferences

Still in your profile, open the Notifications section.

Choose which events trigger a notification and where you receive them: email, in-app, or both. Common settings:

• Post-call summary ready— recommended on. This is your cue to review and send the follow-up.
• AI Coach scorecard ready— recommended on. Coaching feedback right after the call.
• Deal risk alerts— recommended on if you own pipeline.
• Weekly digest— optional. A rollup of your recorded meetings and performance trends.

Turn off anything that creates noise. You can adjust these later once you've seen the real volume.

4. Set your recording preferences

Open the Recording Preferences section. This is where you decide which meetings Demodesk records automatically.

You'll typically see toggles for:

• External meetings— meetings with at least one participant outside your company domain. For most sales and CS roles, keep this on. Customer calls, discovery, demos, renewals — this is where the value is.
• Internal meetings — meetings where everyone is on your company domain. Default is usually off. Turn on only if you want internal syncs recorded, such as deal reviews or coaching sessions.
• Organizer-only recording — when on, Demodesk records only meetings youorganize, not ones you're invited to. Useful if you attend external calls you don't want captured on your seat.
• Private meetings — meetings marked as private in your calendar. Default is usually off for GDPR and privacy reasons. Override only if you have a specific reason.

The most common setup for a customer-facing rep: external on, internal off, organizer-only off, private off. Every customer meeting gets recorded. Everything else stays quiet.

5. Test with your next real meeting

Once your calendar is connected and recording preferences are set, the Notetaker joins your next qualifying meeting automatically. You'll see it appear in the participant list when the call starts. The AI Assistant handles recording, transcription, summary, and follow-up draft.

After the call, check your Meetings tab in Demodesk for the summary, transcript, and AI Coach scorecard.

Tips

• Announce recording at the start of every external call.GDPR requires disclosure. Most teams say something like: “Just to let you know, we're recording this call to help with follow-ups — is that okay with you?” Five seconds, and you're compliant.
• Use organizer-only mode if you sit in on other reps' calls. Prevents duplicate recordings across your team.
• Bookmark recordings you want to keep long-term.Bookmarked recordings are excluded from your company's auto-deletion policy, so coaching-worthy calls stay accessible.
• Add custom vocabulary in AI Settings— product names, brand names, and technical terms improve transcription accuracy.
• Re-check your Connections tab after any password reset. Calendar and email connections sometimes need to be re-authorized.

Related skills and agents

• AI Assistant — the agent that handles recording, summaries, and follow-ups
• AI Coach — post-call scoring and coaching feedback
• Help Center — searchable documentation for every setting