Meetings

What this is

The Meetings section has two halves. The first is a read-only mirror of your calendar: Genosyn syncs events from a Google calendar into its own store so the agenda loads instantly and an AI Employee can answer "what is on this afternoon" without an API round trip. Your calendar stays the source of truth — every change Genosyn makes goes back through Google.

The second half is what happens after a call. A meeting with a transcript gets read by the AI Employee that owns it, which produces a summary and a list of what people actually committed to. Those commitments become real dated rows in the Follow-ups queue your team already works from — not a second inbox nobody opens.

Connecting a calendar

Meetings rides on the existing Google integration, so a calendar is one Google connection that granted the Calendar product at consent time. Connecting, disconnecting and configuring a calendar are owner and admin actions; any member can sync one and work with the meetings it produces.

1. Open Settings → Integrations and add (or reconnect) a Google connection. On Google's consent screen, tick the Calendar product so the connection carries the Calendar scope.
2. Open Meetings → Calendars and press Connect calendar. Pick the connection, then the calendar you want mirrored — your primary one, or any shared calendar the account can read.
3. The agenda fills in within a few minutes. After the first pass, sync is incremental: Google hands back only what changed, so a pass costs almost nothing and runs every five minutes.

Genosyn mirrors a moving window around today (60 days either side by default) and lets anything outside it fall away. The mirror is a cache — a recorded meeting keeps its transcript long after the invite ages out.

Capturing a meeting

Open any meeting from Meetings → Recorded, or press New meeting on the agenda for a call that was never on a calendar — that form takes a Google Meet link and a notetaker, so an ad-hoc call can be joined and recorded exactly like a calendar one. Then either:

• Start notetaker — available on a scheduled Google Meet, or after a join attempt failed or was skipped before it saved a recording. Genosyn joins as a disclosed guest and waits for somebody in the call to admit it. The meeting page shows the joining and recording state while it works. Press Stop notetaker to make it leave; audio already captured is saved and processed.
• Upload a recording — mp3, m4a, wav, webm, ogg, flac, mp4, or mov, up to 25 MB by default; a master admin can raise or lower that cap at Admin → Runtime. Genosyn transcribes it, then writes it up.
• Paste a transcript — whatever Zoom, Meet, or Teams already produced. Lines shaped Speaker: words keep their speaker. This path needs no transcription backend at all, so it works on every install.

Where transcription runs

Transcription has no credential of its own. It borrows the assigned AI Employee's own AI Model:

• An OpenAI model sends the audio to OpenAI's audio endpoint using the key already on that model.
• A custom endpoint sends it to whatever OpenAI-compatible server the model points at. Point it at a local whisper.cpp or faster-whisper and the audio never leaves your network.
• Anthropic models publish no speech-to-text endpoint, and say so plainly rather than failing obscurely. Give the employee an OpenAI or custom model for transcription, or paste transcripts instead.

Recording automatically

Each calendar has an auto-record setting on Meetings → Calendars, which only owners and admins can change. It is off by default and stays off until you change it, because the people on the other end of a call did not agree to anything. Auto-record applies only to events with a Google Meet link; Zoom, Microsoft Teams, Webex, and other conference links remain on the agenda but are not joined.

• Never — nothing is recorded without you asking. The default.
• Google Meets with outside attendees — only calls where somebody is not on one of your own email domains. The sales-call case.
• Every Google Meet — internal ones too.

A calendar also has to name a notetaker — the AI Employee that records the call and writes it up. Naming one gives that employee a Record Grant for this calendar, which is the authority the notetaker actually joins under; it appears under Meetings → AI access, where you can review or revoke it like any other Grant. Without a notetaker nothing is recorded automatically, because a recording nobody reads is not worth taking.

Shortly before a qualifying meeting starts, Genosyn opens its Google Meet link under the selected employee's name followed by (AI notetaker — recording). It dismisses Google's pre-join prompts, keeps its microphone and camera off, and waits to be admitted for as long as the call is scheduled to run (up to 30 minutes), asking again if Google times its first request out — so a host who joins late still gets a notetaker. Then it captures the call audio inside the App container, stores that recording with the meeting, and transcribes it after the call ends. The notetaker does not turn on a camera or present itself as a human attendee.

If a join fails while the call is still running — the lobby was not ready, nobody had started the meeting yet — Genosyn tries again a couple of times over the first few minutes rather than writing the meeting off. A meeting it decided not to record says so on the meeting page, and Start notetaker is still there if you disagree and the call is still live.

How a call reaches the customer

When a transcript lands, Genosyn matches attendee addresses against your existing Contacts and writes the call onto the matching Contact, Deal, and account timelines as a meeting activity.

It links to Contacts that already exist and never creates one. This is the same rule mail sync follows, for the same reason: a calendar is mostly colleagues, vendors, recruiters, and one-off strangers, and a Contact per attendee would bury the list of people you actually sell to. Adding a Contact stays something a human, an import, or a signal does.

Linking is safe to re-run, and the meeting page has a Re-link button for exactly that: create the Contact, press it, and the call appears on their timeline. Nothing is ever written twice.

The write-up and the follow-ups

The notetaker employee reads the transcript and returns two things: a short summary of what was decided, and the list of things somebody committed to. Each commitment is filed through the same path a human uses, so it lands in Revenue → Follow-ups with a due date, an owner, and a link to the Deal and account the call belonged to.

The employee is asked for commitments, not topics — and an empty list is a correct answer. A call where nothing was promised produces no follow-ups.

Filing follow-ups is a Revenue write, so the employee needs write revenue access. Without it you still get the summary and the action items on the meeting page; they just do not enter the queue.

Giving an AI Employee access

Owners and admins grant Meetings access per calendar under Meetings → AI access. Members are not listed there: a human with company access already sees every meeting, and this table governs only what the AI surface can reach.

• Read — see the agenda, the meetings, and their transcripts.
• Record — read, plus start the notetaker on a Google Meet. It does not add live-join support for other conference platforms.

Naming an employee as a calendar's notetaker under Meetings → Calendars gives it Record on that calendar, so the two controls cannot disagree. The Grant shows up in this table and can be revoked here; revoking it stops the notetaker joining that calendar's calls, and the meeting page says so.

The tools an employee gets, once granted:

• list_meetings — recorded and upcoming calls, filterable by account or Contact, which is how it answers "when did we last speak to them".
• get_meeting — attendees, the summary, and the action items already filed.
• get_meeting_transcript — what was actually said, for when the summary is not enough.
• start_notetaker — ask the disclosed guest to join an upcoming Google Meet. Recording and transcription continue in the background, and the same Record Grant is required.

Separately, a Google connection with the Calendar scope gives an employee the calendar_* tools — listing, creating, moving, and cancelling events on the calendar itself. Those are governed by the connection's own Grant, not by this table.

Disconnecting a calendar

Removing a calendar deletes its mirrored events, meetings, and transcripts. The Google connection itself is left alone — Gmail or Drive may still be using it — and timeline entries already written stay put, because they are evidence that the call happened and that remains true afterwards.