> ## Documentation Index
> Fetch the complete documentation index at: https://explore.airia.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Meetings Setup
> Configure Airia Meetings to automatically record, transcribe, and analyze meetings with AI
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.
## How Meetings Works
Airia Meetings is powered by [Recall.ai](https://www.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](/admin-hub/account_settings/data-retention-and-privacy#meeting-data-retention).
## 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
## 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.
### Grant Organization Consent
Have your Microsoft Entra administrator visit the following URL:
```
https://login.microsoftonline.com/common/adminconsent?client_id=4969aaba-cdb0-4777-829d-63a9dde52671
```
Sign in with a Microsoft Entra administrator account that has permission to grant tenant-wide consent.
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.
## 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:
Go to the Meetings section and select **Connect Google Calendar**.
Sign in to Google and grant Airia permission to access the calendar.
Return to the configuration page and save preferences to finalize the connection.
## Manage Meetings Settings
Control who can access Meetings and configure how the AI processes meeting content.
### Access Meetings Settings
Go to **Settings > Meetings**
### 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.
| Setting | Description |
| ----------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Processing Region | The AWS region where meeting recordings and transcripts are processed and stored. Defaults to **US West 2**. Additional regions (US East 1, EU Central 1, AP Northeast 1) may be available depending on your tenant. |
| Enable Meetings | Enables the Meetings permission for your tenant and initializes the meeting configuration in the selected region. |
The processing region cannot be changed after enabling Meetings. Choose carefully based on your data residency and privacy requirements.
### Access Permissions
Control who can use the Meetings feature.
| Setting | Description |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------------------- |
| Allow all users | When enabled, all users in your tenant can use Meetings. When disabled, access is restricted to the users and groups you select below. |
| Who can access | When "Allow all users" is off, select the specific users and groups who can access Meetings. Both individual users and groups can be added. |
### 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:
| Setting | Description |
| -------------------- | -------------------------------------------------------------------------------------------- |
| Administrator | A single user or group that is granted administrator access to other users' meeting content. |
| Can View Meetings Of | One or more users and/or groups whose meetings the administrator is allowed to view. |
You can create multiple administrator assignments, and edit or remove any existing assignment from its card.
### AI Bot Settings
Configure the default AI meeting bot behavior for your tenant.
| Setting | Description |
| -------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Auto-schedule meetings | When enabled, an AI bot is automatically invited to join all meetings for users who have Meetings enabled. When disabled, users must opt in to each meeting individually. |
| Allow User Agent Overrides | When enabled, platform admins can select additional agents that run after every meeting is finished, on top of the tenant-level meeting agents. |
### Bot Branding
Customize how the meeting bot appears to attendees.
| Setting | Description |
| --------------------------- | ------------------------------------------------------------------------------------------------------------------------ |
| Personal meeting bot name | Display name template used when only one user has a bot scheduled for the meeting. Defaults to `{fullName}'s Notetaker`. |
| Multi-user meeting bot name | Display name template used when two or more users share a bot in the same meeting. Defaults to `{tenant} Notetaker`. |
| Bot background image | A custom JPEG (16:9, up to 1.3 MB) shown as the bot's video tile background. |
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.
### Recording Disclosure
Configure the bot to automatically post a chat message when it joins a meeting, informing participants that the meeting is being recorded.
| Setting | Description |
| ----------------------------------- | ----------------------------------------------------------------------------------------------------------- |
| Post a recording disclosure message | When enabled, the bot posts a disclosure message in the meeting chat when it joins. |
| Disclosure message (single host) | Message posted when one person scheduled the bot. Supports the same placeholders as the bot name templates. |
| Disclosure message (multiple hosts) | Message posted when two or more people share one bot in the meeting. |
Like bot branding, disclosure message changes apply only to newly scheduled meetings.
### 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](/admin-hub/account_settings/data-retention-and-privacy#meeting-data-retention) for details.
### 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:
| Option | Description |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Execution Mode — Per Meeting | Runs the agent a single time for the entire meeting. This is the default. |
| Execution Mode — Per User | Runs the agent separately for each user on the invitee list who has Meetings enabled, allowing for personalized outputs. |
| Send Email Notifications | When enabled, the agent's output is emailed to the Meetings users on the invitee list. |
| Display Results | When enabled, this agent's output is shown on the meeting details page. Only one meeting agent at a time can display results — enabling it on one agent automatically disables it on the others. |
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.
## Next Steps
Once Meetings is configured:
* Direct users to the [Meetings user guide](/airia-chat/capabilities/meetings) for instructions on connecting their calendars
* Monitor meeting activity through the Admin Console
* Adjust agent configurations based on user feedback