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Airia Meetings automatically records, transcribes, and analyzes your organization’s meetings using AI. Once configured, users can connect their calendars and have an AI notetaker join their meetings to capture insights, action items, and summaries.

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How Meetings Works

Airia Meetings is powered by Recall.ai, which provides the meeting bots that join calls and generates the raw recordings and transcripts. Airia then retrieves that data from Recall.ai and processes it with your configured meeting agents.
Meeting recordings and transcripts are stored in Recall.ai, in the processing region you select during setup, until Airia successfully retrieves the data or 7 days elapse — whichever happens first. After that, the data is removed from Recall.ai and is held only within Airia according to your tenant’s retention settings.

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Before You Begin

To complete this configuration, you must be a Platform Admin within Airia.
Requirements:
  • Platform Admin role in Airia
  • Meetings must be included in your organization’s plan. If you don’t see Meetings under Settings, contact your account team to confirm it’s included in your subscription.
  • For Outlook: Microsoft Entra administrator access needed for organization-wide consent

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Microsoft Outlook Calendar Integration

Microsoft Outlook calendar sync requires an Entra administrator to grant consent before users can connect their calendars. Without this consent, users will receive an error when attempting to connect.
1

Navigate to the Microsoft consent URL

Have your Microsoft Entra administrator visit the following URL:
2

Sign in with admin credentials

Sign in with a Microsoft Entra administrator account that has permission to grant tenant-wide consent.
3

Review and accept permissions

Review the permissions requested by Airia and click Accept to grant consent for your organization. This allows Airia to access calendar data for users who choose to connect their calendars.
This is a one-time setup per organization. Once consent is granted, all users in your organization can connect their Outlook calendars.

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Google Calendar Integration

Early Access: Google Calendar integration is rolling out to tenants in stages. If you don’t see Connect Google Calendar in your Meetings configuration yet, contact your Airia representative for access.
Unlike Outlook, Google Calendar doesn’t require an org-wide admin consent step. Each user connects their own Google Calendar individually:
1

Open Meetings configuration

Go to the Meetings section and select Connect Google Calendar.
2

Authorize with Google

Sign in to Google and grant Airia permission to access the calendar.
3

Save preferences

Return to the configuration page and save preferences to finalize the connection.

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Manage Meetings Settings

Control who can access Meetings and configure how the AI processes meeting content.

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Access Meetings Settings

1

Navigate to Meetings Settings

Go to Settings > Meetings

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Enable Meetings

The first time you visit the Meetings settings page, you’ll be prompted to enable the feature and choose a processing region before the rest of the configuration becomes available.
The processing region cannot be changed after enabling Meetings. Choose carefully based on your data residency and privacy requirements.

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Access Permissions

Control who can use the Meetings feature.

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Meeting Administrators

The Meeting Administrators section is only visible if the meetings admin access feature is enabled for your tenant.
Configure users or groups who can view other users’ meeting transcripts, summaries, and recordings. This is useful for compliance, oversight, or assistant-style access to an executive’s meetings. Each administrator assignment has two parts: You can create multiple administrator assignments, and edit or remove any existing assignment from its card.

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AI Bot Settings

Configure the default AI meeting bot behavior for your tenant.

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Bot Branding

Customize how the meeting bot appears to attendees. Both name templates support the placeholders {firstName}, {lastName}, {fullName}, and {tenant}. A template with no placeholders is used as-is, so you can fully whitelabel the bot name (for example, Acme Notetaker).
Bot name and background changes only apply to meetings scheduled after the change — bots already scheduled keep their existing name and background.

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Recording Disclosure

Configure the bot to automatically post a chat message when it joins a meeting, informing participants that the meeting is being recorded.
Like bot branding, disclosure message changes apply only to newly scheduled meetings.

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Meeting Content Deletion & Retention

Early Access: Meeting content deletion is rolling out to tenants in stages. Contact your Airia representative if this section isn’t visible for your tenant yet.
Users can remove a meeting’s transcript, recording, and summary from their own view at any time, with the option to restore it afterward. Once every attendee has removed the meeting from their view, the underlying content is deleted for everyone. Any content that has been fully removed by all attendees but not yet deleted is automatically purged after 30 days. Separately, Platform Admins can configure organization-wide Meeting Data Retention under Settings → Log Management → Data Retention. This setting automatically and permanently deletes all meeting transcripts, recordings, and notetaker bot data after a set number of days — regardless of whether users have removed it from their own view. See Data Retention Settings for details.

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Meeting Agents

Select which AI agents process meeting transcripts. These agents can generate:
  • Meeting summaries
  • Action items and follow-ups
  • Key decisions and discussion points
  • Custom insights based on your agent configuration
Use the Select Meeting Agents search to add agents. Airia ships a built-in Meeting Summarizer system agent as the recommended default, marked with a Recommended badge. For each selected agent, configure the following options:
Create dedicated agents optimized for meeting analysis to get the most value from your meeting transcripts.
Users can optionally save meeting transcripts to their personal Knowledge for RAG search. This allows them to reference past meeting content when chatting with agents. Users enable this in their personal Meetings settings.

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Next Steps

Once Meetings is configured:
  • Direct users to the Meetings user guide for instructions on connecting their calendars
  • Monitor meeting activity through the Admin Console
  • Adjust agent configurations based on user feedback