> ## 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

> Record, transcribe, and analyze your meetings with AI

Airia Meetings automatically records and transcribes your meetings, then uses AI to generate summaries, action items, and insights. Connect your calendar to get started.

<Note>
  Meetings is currently in beta and may not be available to all users. Contact your account representative to request access.
</Note>

<Tip>
  Meetings must be enabled by your administrator. If you don't see the Meetings option in the sidebar, contact your Platform Admin to request access.
</Tip>

## Connect Your Calendar

### Microsoft Outlook

<Steps>
  <Step title="Navigate to Meetings">
    Go to **Meetings** in the Airia sidebar
  </Step>

  <Step title="Click Connect Calendar">
    Select **Microsoft Outlook** as your calendar provider
  </Step>

  <Step title="Sign in and grant permissions">
    Sign in with your Microsoft account and grant Airia permission to access your calendar
  </Step>
</Steps>

<Note>
  Your organization's Microsoft Entra administrator must first grant consent for Airia to access calendars. If you see an error during connection, contact your IT administrator.
</Note>

### Google Calendar

<Note>
  Google Calendar integration is coming soon. Currently, only Microsoft Outlook is supported.
</Note>

## Calendar Sync Status

Your calendar sync status indicates whether Airia is successfully reading your calendar events:

| Status    | Description                                                |
| --------- | ---------------------------------------------------------- |
| Idle      | Not currently syncing                                      |
| Syncing   | Calendar events are being updated                          |
| Succeeded | Sync completed successfully                                |
| Failed    | Sync encountered an error - try reconnecting your calendar |

## Viewing Your Meetings

The Meetings page displays all your scheduled and past meetings. You can:

* **Filter by date range** to find specific meetings
* **Search by name** to locate meetings quickly
* **Filter by status** to see meetings in different states

### Meeting Statuses

| Status          | Description                                   |
| --------------- | --------------------------------------------- |
| Created         | Meeting has been detected from your calendar  |
| Scheduled       | AI notetaker is scheduled to join the meeting |
| Processing      | Meeting is being transcribed and analyzed     |
| Paused          | Meeting processing is temporarily paused      |
| ExecutingAgents | AI agents are analyzing the transcript        |
| Done            | Meeting transcript and analysis are complete  |
| Failed          | An error occurred during processing           |
| Deleted         | Meeting has been removed                      |

## Meeting Details

Click on any meeting to view its details:

* **Transcript**: Full text record of everything said during the meeting
* **Recording**: Video or audio recording (if available)
* **Agent Results**: AI-generated summaries, action items, and insights from your configured agents

## Configure Your Meeting Settings

Customize how Airia handles your meetings by accessing your personal settings.

<Steps>
  <Step title="Open Settings">
    Navigate to the **Meetings** page and click the **Configure** button
  </Step>

  <Step title="Adjust your preferences">
    Configure the settings according to your needs
  </Step>
</Steps>

### Available User Settings

| Setting                             | Description                                                                       |
| ----------------------------------- | --------------------------------------------------------------------------------- |
| Auto-join meetings                  | Allow the AI bot to automatically join your scheduled meetings                    |
| Upload transcript to personal files | Automatically add meeting transcripts to your personal knowledge base             |
| Use custom agents (Advanced)        | Add or override the default transcript processing agents                          |
| Active Agents                       | Select which agents process your meeting transcripts (when custom agents enabled) |

<Note>
  The "Use custom agents" option is only available for users with Admin roles.
</Note>

## Create a Meeting Manually

For meetings that aren't on your calendar, you can create a meeting entry manually:

<Steps>
  <Step title="Navigate to Meetings">
    Go to the **Meetings** page
  </Step>

  <Step title="Click Create Meeting">
    Select the option to create a new meeting
  </Step>

  <Step title="Enter meeting details">
    Provide the meeting name, date, time, and any relevant information
  </Step>
</Steps>

## Schedule a Bot

Add the Airia Notetaker to an existing meeting that's already on your calendar:

<Steps>
  <Step title="Find the meeting">
    Locate the meeting in your Meetings list
  </Step>

  <Step title="Schedule the bot">
    Click **Schedule Bot** to add the AI notetaker to the meeting
  </Step>

  <Step title="Confirm">
    The bot will automatically join when the meeting starts
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="My calendar is disconnected">
    If your calendar becomes disconnected:

    1. Navigate to **Meetings** in the sidebar
    2. Click **Reconnect Calendar**
    3. Sign in again with your Microsoft account
    4. Grant the necessary permissions

    If the issue persists, contact your IT administrator to verify that organization consent has been granted.
  </Accordion>

  <Accordion title="Meeting shows 'Failed' status">
    A failed status can occur due to:

    * Network connectivity issues during the meeting
    * The AI bot being unable to join the meeting
    * Processing errors during transcription

    Try scheduling the bot again for future meetings. If the problem continues, contact support.
  </Accordion>

  <Accordion title="Transcript is missing or incomplete">
    If your transcript is missing or incomplete:

    * Verify the meeting actually took place
    * Check that the AI bot successfully joined the meeting
    * Allow time for processing - large meetings may take longer

    Meeting transcripts are generated after the meeting ends and may take several minutes to process.
  </Accordion>

  <Accordion title="I don't see the Meetings option">
    The Meetings feature must be enabled by your administrator. Contact your Platform Admin to:

    * Verify that Meetings is initialized for your tenant
    * Request access if it's restricted to specific users/groups
  </Accordion>
</AccordionGroup>