Why can't I see my meetings in Upcoming Meetings section?
If you've just got access to Notetaker, it can take up to an hour to sync your calendar with Notetaker, so come back later and reload the page.
If you've had access to Notetaker longer than this, you'll need to ensure the following:
That the meetings are on the same account linked to your SourceWhale
The meetings have a video conferencing link on the invite (Google Meet, Teams or Zoom).
The meeting was created in the calendar more than 20 minutes ago.
If you're still not seeing your meetings, please contact support.
What is the recommended setup for using Notetaker in meetings?
Waiting Rooms
We recommend enabling a waiting room/lobby for your meetings whenever possible. This gives you (or the meeting host) an extra layer of control — allowing you to admit the Notetaker manually once all attendees are aware and comfortable with the meeting being recorded.
Adding this step helps:
Prevent the Notetaker from joining sensitive meetings unintentionally.
Ensure all participants are informed before recording begins.
Avoid situations where the Notetaker is admitted before you’re ready.
Notetaker Management
If you’re not going to be in the meeting, it’s important to make sure someone else can manage the Notetaker. Depending on the platform you’re using, this could mean assigning a co-host or co-organizer, or adjusting your lobby/waiting room settings so others can admit or remove the Notetaker. To see a full walkthrough on this for the different platforms, please see here.
How do I delete a meeting?
Please note: Only admins can delete meetings. If you’re not an admin, please contact your admin for help.
To delete a meeting:
Go to the Meetings page on SourceWhale.
Find the meeting you want to delete.
Click the three dots on the right-hand side of the meeting card.
Select ‘Delete’.
Will Notetaker automatically join calls arranged by someone, even if they aren't present?
Yes. Notetaker will join any meeting it has been scheduled for, even if the organiser doesn’t attend.
If you don’t want Notetaker to join, you’ll need to toggle the meeting off on the Meetings page at least 20 minutes before the meeting start time.
If you forget to do this, you can still manually remove the Notetaker after the meeting has started:
Go to the Meetings page.
Find the meeting under ‘Upcoming Meetings’.
Click the three dots and select ‘Remove Notetaker Now’.
The Notetaker will leave the meeting within a few seconds.
🔔 If you’re not going to be in the meeting, it’s important to make sure someone else can manage the Notetaker. Depending on the platform you’re using, this could mean assigning a co-host or co-organizer, or adjusting your lobby/waiting room settings so others can admit or remove the Notetaker. See more information on this here.
I'm not the host/organiser of the meeting, but I want to remove my Notetaker from the call - how do I do it?
You have three options:
On the Meetings page, find the meeting under ‘Upcoming Meetings’. Click the three dots and choose ‘Remove Notetaker Now’.
Ask the host or presenter to remove Notetaker from the meeting for you.
If the meeting uses a waiting room, the host will need to manually admit the Notetaker. If it’s not admitted, it will leave automatically after 10 minutes.
I have an alias user, will Notetaker join my alias meetings?
Yes, if you’ve linked an alias email with your main SourceWhale account, meetings from your alias calendar will appear in the Upcoming Meetings section.
From there, you can choose whether or not the Notetaker should attend those meetings.
What happens if the Notetaker is denied entry or removed from a meeting?
If the Notetaker is removed from the waiting room, denied permission to record, or encounters a technical issue, it will not record the meeting. A status will be shown on the Meetings page.