Help Center

AI Note Taker (Claudia AI)

AI Note Taker captures supported virtual meetings so you can review what was discussed later. When enabled, LeadCenter can save meeting recordings and, if configured, generate transcripts and summaries for supported meeting links. This can apply both to appointments created in LeadCenter and to supported online meetings synced from connected Google or Outlook calendars.

Supported Meeting Providers

AI Note Taker supports meetings hosted on:

• Zoom
• Microsoft Teams
• Google Meet

Note: AI Note Taker only joins meetings that use supported online meeting links. Other meeting providers, such as Webex or FaceTime, do not use the same automatic note taker path.

How to Enable AI Note Taker

1. Go to Calendars.
2. Open Calendar Settings (gear icon) for the calendar you want to configure.
3. Open Claudia AI (meeting assistant) tab.
4. Enable AI note taker.
5. Enable Meeting transcription.
6. Optional: Enable additional meeting features such as Meeting summary.
7. Click Save.

Important: Meeting transcription must be enabled for the calendar before the AI Note Taker can join supported meetings.

What Happens Automatically

• If an appointment includes a supported meeting link, LeadCenter can capture the meeting based on the options enabled for that calendar.
• This includes supported appointments created in LeadCenter and supported online meetings synced from Google Calendar or Microsoft Outlook.
• After the meeting ends, the recording and transcript become available for review when those features are enabled.

Note: When Claudia AI joins a supported virtual meeting, the meeting assistant name is based on the owner of the calendar used for the appointment. If a team member schedules on another user's calendar, Claudia uses the calendar owner's name.

Tip: You do not need to recreate a synced calendar meeting manually in LeadCenter just so AI Note Taker can use it. What matters most is that the appointment includes a supported online meeting link that LeadCenter can find.

Where LeadCenter Looks for the Meeting Link

LeadCenter first checks the usual place where a meeting link normally appears, then also checks a few other common locations if needed.

1. The main meeting link or join field
2. Extra meeting details
3. The location field
4. The notes or description

If the supported meeting link appears in a clear, readable place on the appointment, there is a good chance LeadCenter can find it.

Important: One clear Zoom, Teams, or Google Meet link works better than several different links or unclear meeting text.

Where to Find the Recording and Transcript

• On the related appointment when available
• On the related contact for generated notes such as summaries or insights

Work with Claudia's Notes from the Meeting

Open a meeting from the calendar, a contact, or a household, then open one of Claudia's notes: Meeting summary, Sentiment analysis, Scorecard, Participation metrics, or Meeting preparation. Click the green Actions button next to the title to:

• Pin or Unpin: keep the note at the top of the contact's Notes.
• Edit, Copy, or Download PDF.
• View appointment: open the meeting.
• Upload Document: attach a file to the note and the contact.
• Convert to Task: open a new task with the note already filled in. Save it to create the task.
• Delete: remove the note after you confirm. If a document is attached, remove it first.

Note: The actions follow your note permissions. Phone call summaries don't have this menu. Regenerate is still at the bottom of the panel.

Use the Actions menu on a Claudia note to copy, edit, download, or convert it to a task.

Meeting Visibility

AI Note Taker can capture and save meeting recordings and transcripts, but access to that content depends on the meeting’s Claudia AI visibility setting.

• If the meeting output is set to Visible only to me, only the meeting host can open the transcript, recording, summary, tasks, scorecard, and follow-up draft email.
• If the meeting output is set to Visible to all users, your team can view that Claudia-generated meeting content.
• Internal meetings with no external client or contact attached are kept private to the meeting host by default.

This setting controls access to Claudia-generated meeting content. It does not hide the appointment itself from shared calendars.

Troubleshooting

• Nothing was captured
  Confirm AI Note Taker is enabled on the same calendar used for the appointment and confirm Meeting transcription is enabled.
• No recording or transcript
  Confirm the appointment includes a supported meeting link such as Zoom, Microsoft Teams, or Google Meet. After the meeting ends, refresh and allow a few minutes for processing.
• The meeting was synced from Google or Outlook
  Make sure the synced meeting includes a supported online meeting link in a normal readable location.

Why AI Note Taker Might Not Join

• AI Note Taker is turned off on the calendar
• Meeting transcription is turned off on the calendar
• The appointment does not include a supported meeting link
• The meeting is already in the past
• The meeting was scheduled or changed too close to the start time

Why It Might Stop After It Was Planned

• The meeting was cancelled or marked finished
• The supported meeting link was removed
• The link was changed to a provider that is not supported
• The meeting time changed too close to the start time

What Happens If the Meeting Link Changes

If you replace a Zoom, Teams, or Google Meet link with a different supported link, LeadCenter tries to follow the new link instead of the old one.

If you remove the meeting link, or replace it with a provider that is not supported, AI Note Taker stops trying to join because there is no longer a reliable supported meeting link to use.

Tip: After changing a meeting link, give the calendar a moment to sync. If the meeting is starting soon, also make sure the new link works for normal participants.

• Still missing
  Contact support and include the appointment details plus the meeting date and time.