AI Meeting Notes Guide

1. How notes are made

bookme picks the way that fits the meeting's location. You do not choose a tool per meeting.

Every set of notes has the same parts: a summary, action items (with who and when, when someone said so), decisions, next steps, open questions, topics and a follow-up email draft. They appear on the meeting in your dashboard, on the Meeting Notes page and on the person's line on the Contacts page.

Phone calls and in-person meetings have no recording to work from. On any meeting you can still choose Paste a transcript and bookme writes the notes from it, or let your own notetaker send its notes.

2. Turning notes on

1. Per event type. Open an event type, step 2, and turn on AI meeting notes. For Zoom and Google Meet you can also allow the bookme Notetaker bot as a backup.
2. For new event types. Meeting Notes > Settings > New events start with notes on. It is off until you turn it on, and it never changes event types you already have.
3. Per meeting. On a meeting's Notes tab you can turn notes off for that meeting, or back on before it starts if you were the one who turned them off.

Notes are off by default. When they are on, the booking page shows “This meeting has AI notes” with who takes them, and the invitee can tick Do not record this meeting before booking.

In Settings you also choose your default notes style (general, sales call, consulting, coaching, interview, support call or lesson), the language spoken (or detect it), the language the notes are written in (for example English notes from a Persian call; notes in Persian, Arabic, Hebrew or Urdu read right to left) and whether you get an email when notes are ready. Each event type can use its own style and can email the notes to the invitee when they are ready (never the transcript, the recording or your follow-up draft).

3. Plans and limits

Only two things are counted, because they are the only ones bookme pays for per meeting:

Notes collected from Zoom, Google Meet and your own notetaker are not counted on any plan. The current numbers are always on the pricing section, and your use this month is on Meeting Notes > Settings. When a limit is reached, notes pause until the next month. You are never charged extra.

Fair use on unlimited plans: 2,000 sets of notes a month per account. Past that, notes pause and support gets in touch; nothing is charged.

4. Zoom

When notes are on and the event type's location is Zoom, bookme creates the Zoom meeting with AI Companion meeting summary set to start by itself. After the call it reads the summary and the transcript from your Zoom account (or the cloud recording's transcript), then adds action items and the follow-up draft.

What you need

• Zoom connected in Integrations, with the permission to read meeting summaries. If you connected Zoom before notes existed, Meeting Notes > Settings shows Reconnect Zoom.
• A paid Zoom plan with AI Companion meeting summaries turned on by your Zoom admin.
• For a transcript (better action items and search): Zoom cloud recording with audio transcripts on.

If Zoom makes no summary, the meeting's Notes tab says why (for example “Zoom summaries need a paid Zoom plan with AI Companion summaries turned on”). If you allowed the bot for that event type, it covers meetings Zoom cannot.

5. Google Meet

For meetings bookme creates on your Google Calendar, bookme turns on the Meet transcript (and Gemini notes on plans that include them) before the meeting. After the call it reads the transcript and writes the notes. Gemini's own notes are saved as a Google Doc in your Drive; bookme links to that doc and never opens it.

What you need

• Google Calendar connected, and the extra permission: Meeting Notes > Settings > Allow (or Integrations > Google Meet > Allow notes). bookme first shows what the two permissions are for, then Google asks you to approve them: changing the settings of meetings you organize, and reading their transcripts. Google Meet notes are rolling out: until they reach your account, the button says Coming soon.
• To take the permission back: Integrations > Google Meet > Disconnect (or Meeting Notes > Settings). bookme turns off the transcripts it switched on for upcoming meetings, stops using the permission and deletes the Meet notes read through it; Google Calendar and your Meet links stay. Google can only remove its permission for bookme as a whole, so you can also choose to remove it at Google: bookme then disconnects Google Calendar and asks you to connect it again, without Meet notes.
• A Google Workspace plan that includes Meet transcripts (Business Standard or higher). On other accounts bookme cannot turn transcripts on, but still collects one if you start it yourself in the meeting.
• You must be the organizer. bookme cannot change or read meetings that belong to someone else's account.

6. The bookme Notetaker bot

The bot joins Zoom and Google Meet calls as a guest named “bookme Notetaker”, records the audio, and leaves when the call ends or everyone else has gone. It is an option per event type (Pro and Elite).

• It stays away when it is not needed. If Google Meet transcripts are set up, or your Zoom account already gave bookme a summary recently, the bot does not join.
• It says who it is. When it joins it posts a chat message that names the host and includes the link to stop the notes.
• The recording is short-lived. The bot's recording is deleted as soon as the transcript is made.
• Minutes count from when the bot starts joining the call until it leaves. If nobody lets it in, it gives up after 15 minutes.
• Never on brandID Meet (bookme makes those notes directly), never on meetings someone turned notes off for.

The waiting room or host approval in Zoom and Meet still applies: if nobody admits the bot, it records nothing. Letting it in automatically (for example, allowing guests to skip the waiting room) avoids that.

7. Your own notetaker

Already use a notetaker? On Meeting Notes > Connections, find it under Connect the notetaker you already use (each tool shows its logo, what it can do and the plan it needs) and paste its key. bookme matches its notes to the right meeting and shows them with everything else. Keys are encrypted and never shown again after you save them.

What each option means

• Read notes: bookme reads the notes after the meeting (right away when the app sends a webhook, otherwise within the hour).
• Send recordings: for brandID Meet calls, bookme can send the recording or transcript into that app, so all your notes stay in one place.
• Send its bot: bookme asks that app's bot to join your Zoom and Google Meet calls.
• Invite by address: the app's bot joins when its address is a guest on the calendar invitation. Pick it under Invite your own notetaker.

How notes find their meeting

In this order: a bookme meeting id the app sent back, the calendar event, the meeting link (Zoom number, Meet code, Teams or brandID Meet room), then the start time within 20 minutes plus a guest's email. A match on time alone (only when the app lists nobody but you), or on a personal meeting link used by several meetings, is shown as unconfirmed so you can fix it, and nothing is sent for it until you confirm. Notes that match no bookme meeting are not kept (except from Any other app), and notes for a meeting someone turned notes off for are dropped.

8. Send notes from any app (webhook)

Connect Any other app on the Connections tab to get a personal address. Post JSON to it from Zapier, Make, n8n or your own code. The address is the password, so keep it private; you can make a new one at any time and the old one stops working.

POST https://bookme.brandid.app/api/webhooks/notes/<your token>
Content-Type: application/json

{
  "external_id": "call-8841",
  "title": "Onboarding call with Omar",
  "start_time": "2026-10-22T15:00:00Z",
  "end_time": "2026-10-22T15:30:00Z",
  "meeting_url": "https://zoom.us/j/81234567890",
  "attendees": ["[email protected]"],
  "summary": "Omar wants to start with the team plan in November.",
  "action_items": [
    { "text": "Send the team plan quote", "owner": "Mia", "due": "Friday" }
  ],
  "decisions": ["Start with 5 seats"],
  "next_steps": ["Kickoff call in two weeks"],
  "topics": ["pricing", "onboarding"],
  "transcript": [
    { "speaker": "Omar", "text": "Can we start next month?", "start": 12.5 }
  ],
  "external_url": "https://notes.example.com/call-8841"
}

Fields

All fields may also sit inside a data object; inside a meeting object only the title, times, link and attendees are read. Send at least a summary, action items or a transcript. With only a transcript, bookme writes the summary itself (this does not count against your plan).

Signing (optional)

Paste a signing secret on the connection and bookme rejects any post that is not signed with it. Any of these work:

• Standard Webhooks or Svix headers (webhook-id, webhook-timestamp, webhook-signature), secret in whsec_ form or plain, 5 minutes tolerance.
• An HMAC-SHA256 of the raw body, hex or base64, with or without sha256=, in X-Hub-Signature-256, X-Signature, X-Webhook-Signature or Signature.
• The secret itself in X-Webhook-Token or Authorization: Bearer.

Answers

• 200: received. Notes appear within a minute.
• 401: the signature did not match the secret.
• 404: the address is wrong, was replaced, or the connection was removed.
• 413: the body is larger than 10 MB.

9. Signed webhooks from bookme

Workflows can call your own address when something happens, including the trigger Meeting notes are ready. Every call is signed, so your server can prove it came from bookme:

X-Bookme-Signature: t=<unix seconds>,v1=<hex HMAC-SHA256 of "<t>.<raw body>">
X-Bookme-Webhook-Version: 2026-10-22

Your secret is on Meeting Notes > Settings (Signed webhooks), where you can also make a new one. Reject calls older than 5 minutes and compare in constant time:

// Node.js: check that a webhook really came from bookme.
const crypto = require('crypto');

function fromBookme(rawBody, header, secret) {
  const m = /^t=(\d+),v1=([0-9a-f]{64})$/.exec(header || '');
  if (!m) return false;
  if (Math.abs(Date.now() / 1000 - Number(m[1])) > 300) return false; // 5 minutes
  const want = crypto.createHmac('sha256', secret)
    .update(m[1] + '.' + rawBody).digest('hex');
  return crypto.timingSafeEqual(Buffer.from(want), Buffer.from(m[2]));
}

// Express: keep the raw body for the check.
app.post('/bookme', express.raw({ type: 'application/json' }), (req, res) => {
  const ok = fromBookme(req.body.toString('utf8'),
    req.get('X-Bookme-Signature'), process.env.BOOKME_WEBHOOK_SECRET);
  if (!ok) return res.status(401).end();
  const data = JSON.parse(req.body);
  // data.notes is there when the meeting has notes
  res.status(200).end();
});

When the meeting has notes, the body includes a notes object:

"notes": {
  "id": "6718f0...",
  "source": "zoom_ai",
  "title": "Onboarding call",
  "summary": "...",
  "key_points": ["..."],
  "decisions": ["..."],
  "action_items": [{ "text": "...", "owner": "", "due": "", "done": false }],
  "next_steps": ["..."],
  "questions": ["..."],
  "topics": ["..."],
  "language": "en",
  "duration_sec": 1800,
  "external_url": ""
}

Email workflows can use {{meeting_summary}}, {{action_items}}, {{decisions}}, {{next_steps}}, {{key_points}} and {{recap_link}}.

10. Telling guests and turning notes off

Recording laws differ by place, and some require everyone's consent. bookme tells people before the meeting and makes it easy to say no:

• Before booking: the booking page says the meeting has AI notes and who takes them, with a Do not record this meeting box.
• In the confirmation email and the calendar invitation: a short notice and a link to turn notes off. Everyone on the invitation sees it, including guests the invitee adds.
• During the meeting: the same link still works, and the bot's chat message repeats it.
• One “no” is enough. When anyone turns notes off, nothing records the meeting, Zoom and Google are told not to make notes for it, the bookme Notetaker bot is called back, your own notetaker is taken off the invitation, and notes already made are deleted. Two things bookme cannot reach: a summary Zoom already started stays in your Zoom account (bookme does not collect it), and another app's bot that bookme sent must be removed from the call with the meeting's own controls.
• Changing their mind: an invitee who turned notes off can turn them back on with their own link before the meeting starts. A “no” given through the invitation's link is final, because everyone on the invitation shares that link. The host can never override an invitee or a guest.

11. What is kept, and for how long

• brandID Meet recordings: deleted after 30 days by default (you can choose 1 to 90 days).
• The bot's recording: deleted as soon as the transcript is made.
• Notes and transcripts: kept until you delete them, or for a period you choose (7 days to 10 years).
• Notes from Zoom, Google and your own notetaker: the originals stay in those apps under their own rules; bookme's copy follows your setting.
• Sharing: notes are private to you. You can share one set by link (with an optional passcode, transcript only if you choose), email them to the invitee, or turn that off. Turning a link off ends it right away. After 10 wrong passcodes in an hour the link waits an hour; if that happens to the person you shared with, make a new link.
• Deleting: deleting notes removes the summary, transcript and recording together.
• When a source goes away: disconnecting Zoom deletes the notes bookme collected through your Zoom (on a team event, through the Zoom of the host who organizes it); disconnecting a Google account that allowed Meet notes deletes the Meet notes read through that account, and notes from another Google account you keep connected stay (if you remove bookme's access inside your Google account instead, 30 days later unless you reconnect); deleting your bookme account deletes every note, transcript, recording and notetaker connection, and nothing records or collects notes for your meetings after that.
• One to-do, one line: when two tools write the same action item for one meeting, To-dos lists it once and ticking it ticks both.

bookme never uses meeting content to train AI, and only uses speech and summary providers whose terms do not train on it either. Full details are in the Privacy Policy.

12. Notes in Claude, ChatGPT and other AI apps

If you connected an AI app to bookme (see the MCP (AI Assistants) guide), it can use four tools with your permission:

• get_meeting_notes, search_meeting_notes and list_action_items (view meetings).
• set_meeting_notetaker to turn notes off for a meeting, or back on when you turned them off (manage meetings).

AI apps get notes only, never transcripts or recordings, and what people said in a meeting is marked for the app as information, never as instructions. Try: “What did I promise Omar in our last meeting, and what is still open?”

13. Questions and fixes

Notes say “Waiting” for a long time

Zoom and Google take from a few minutes to about an hour to finish a transcript. bookme checks again on its own for several hours. On the meeting's Notes tab, Try again checks right away.

“Reconnect” or “Allow” shows on Settings

Zoom or Google has not given bookme the permission notes need. Use the button there; nothing else in your account changes.

My notetaker's notes went to the wrong meeting

Notes matched on time alone show “bookme matched these notes to this meeting by time only”. Choose Right meeting, or Pick another to move them to a meeting within three days of the call. Notes that are not linked to any meeting show Link to a meeting. Notes from another app or a pasted transcript can be moved later too (“These notes are linked to this meeting”, Pick another); notes bookme, Zoom or Google Meet made belong to their meeting. Where you put them stays, also when the app sends the same notes again.

The bot did not join

Check that the event type allows the bot, that you have bot minutes left this month, that nobody turned notes off, and that someone admitted it from the waiting room. When Zoom or Google already makes the notes, the bot stays away on purpose.

Can the notes be in another language than the meeting?

Yes: Meeting Notes > Settings > Write the notes in. Names and numbers stay as they were said.

Can I add notes to a phone call?

Yes: use Paste a transcript on the meeting, or let your own notetaker or the webhook send them.

Still stuck?

Email [email protected] or visit the support page.