Documentation

There are three ways a meeting gets into NovoMeet, and they cover different rooms.

• A notetaker joins the call. For Google Meet and Microsoft Teams, NovoMeet sends a visible participant into the meeting. It appears in the participant list under its own name and never hides that it is there.
• The platform sends us the transcript. On Zoom nothing joins. Zoom does not allow assistants into meetings, so once you connect your Zoom account Zoom streams the transcript of meetings you host straight to NovoMeet. Section 12 covers this in full.
• Your own microphone. For a meeting with no link at all, the In-person page records the room from the device in front of you. Section 9.

Whichever route a meeting arrives by, what comes out is the same: a transcript with speaker labels and timestamps, and written notes with the decisions, the open questions, and the action items.

• Go to meet.novolink.us and press Sign in with Google. That is the only way in; there is no separate NovoMeet password to create or forget.
• You land on the Dashboard, which shows three groups: Happening now, Next up, and Latest notes.
• Connect a calendar so meetings arrive on their own (section 3), or skip it and paste a link by hand whenever you want notes (section 8). Neither one requires the other.

The left sidebar is the whole app: Dashboard, Meetings, Ask, Meeting Bot, In-person, Archive and Settings. Nothing in it opens a page that says coming soon.

Open Settings, then Integrations. Each provider is a card that states what it is connected as, and carries one button.

Google Calendar. Press Connect and approve the access Google describes. Your events then sync on their own. For a Google Meet event you have left switched on, NovoMeet also adds its notetaker to that event's guest list, so the assistant arrives as an invited guest instead of knocking mid-conversation. That is the only change it ever makes to your calendar: it never creates, deletes or reschedules an event, never edits a title, description or time, and never removes a guest. Google itself refuses the addition unless the organiser allows guests to invite others, in which case the notetaker simply asks to be let in.

Microsoft. Same act, one stated difference. The grant is read-only, so NovoMeet can see your Outlook meetings but cannot add its notetaker to the invite the way it does on Google. The notetaker therefore asks the host to admit it, every time.

An ICS feed. The fallback for a calendar Google does not host. Paste the feed URL into the ICS card. It is read-only, and the card shows when the feed was last read, because a feed that has quietly stopped being read still says Connected.

Disconnecting any provider stops new meetings coming in. Meetings already recorded stay.

Every synced meeting carries a switch. It starts on once you connect a calendar, so by default NovoMeet attends what is on it.

• In the meeting list, a row reads Will record or Won't record. Press change beside it to flip it, and undo to flip it back.
• A meeting you switch off is never touched. No notetaker is sent, and nothing is added to the event.
• A Zoom row has no switch, because there is no bot to hold back. It reads Zoom records this, no bot joins, or Connect Zoom in Settings to record this if your account is not connected yet.

The list is ordered by what is closest to now: anything recording right now sits at the top, then what is about to start, then what just finished. The sort control offers Closest to now or Newest date if you would rather read it by the calendar.

In Settings, then Integrations, the Your notetaker card offers two positions. Nobody can have both, so the choice is yours rather than ours.

• Join without waiting. The notetaker walks straight into meetings you organise. Everyone sees it as NovoMeet Notetaker, and it says in the meeting chat whose notes it is taking.
• Show my name. The notetaker carries your name, and the host has to admit it each time it meets a new link.

Either way it is a visible participant. NovoMeet never records a meeting without appearing in it, except on Zoom, where Zoom itself tells the room that the meeting is being shared with an app and names NovoMeet on your tile.

Whether you are allowed to record a given conversation is your call to make, not ours. Tell your participants, and make sure you have the right to do it.

• The meeting moves to Happening now on the Dashboard and its card is outlined, so the one live thing in a list of eight is findable at a glance.
• Open it and the Transcript tab writes itself as people speak, with a live dot beside the tab name.
• You can stop the capture at any time from the meeting row or the meeting page. The notes then cover the meeting up to that point, and say so.
• If someone removes the notetaker from the call, the meeting page states the time it was removed rather than pretending the notes are complete.

A finished meeting is a document with two faces, and two tabs.

• Notes. What the meeting meant: a written summary, the decisions that were made, the questions left open, and the action items with owners. This is written a few minutes after the meeting ends.
• Transcript. What was actually said, with speaker labels and timestamps, and searchable. Every claim in the notes goes here to be checked, and a moment referenced in the notes jumps you to it.

The meeting page also shows who did the talking, as a proportion of the meeting, so a call that was one person for fifty minutes reads as one at a glance.

Beside the meeting there is a chat: ask a question about this meeting and get an answer drawn from its own transcript.

Auto-join covers the meetings already on your calendar. Meeting Bot covers everything else: an ad-hoc call, a link a colleague has just pasted, or a meeting you want to test right now. No calendar connection is required to use it.

• Paste the meeting link into the field.
• Optionally open the details to give the meeting a name and pick the spoken language. Without a name it is filed as an untitled meeting, because a manual send has no calendar entry to borrow a title from.
• Press send. The notetaker joins, and the meeting appears in your list where you can watch the transcript and stop it.

Which links work. NovoMeet sends its notetaker into Google Meet and Microsoft Teams. A Zoom link is recognised and refused on purpose, with the reason given: Zoom does not let assistants join, so connect your Zoom account instead and the transcript comes to us without anybody joining. Other links are refused rather than accepted into a silent failure, because a bot that never arrives costs you the meeting.

If a send is refused you are told which refusal it was. One notetaker at a time per meeting, so sending a second while one is already in the call is declined with that reason rather than a generic error.

In-person records a meeting that has no link, using the microphone of the device you are on. Your browser asks for microphone permission the first time.

• Press the button to start. The clock runs and the halo moves with the room, so you can see it is hearing something.
• Pause freezes the clock and mutes the microphone. Paused minutes do not exist in the transcript.
• Recording survives moving around the app. You can open another meeting or the Ask page while it runs, and a REC pill stays on screen wherever you go, because a live microphone should never be out of sight.
• A single recording runs up to four hours, then stops itself.
• Press stop and the recording goes through the same pipeline as everything else: transcript, then notes.

If the phone rings. A call takes the microphone away from every app on the device, so whatever is said while you are on it reaches no recording anywhere. NovoMeet notices within about twelve seconds that no sound is arriving, discards the silent piece, opens the microphone again, and tells you on screen while it does. Everything recorded before the call was uploaded as it happened and is safe, and the recording carries on afterwards with the call itself missing from it.

The same is true of anything else that takes the microphone or freezes the page: a voice message, a screen that locks, another app moving to the front. On an iPhone, keep this tab in front with the screen unlocked, because when iOS suspends a page nothing in it runs at all until you return to it, and only then does the microphone come back.

For a one to one you cannot repeat, record on a device that does not take calls, a laptop rather than the phone in your pocket, and turn on Do Not Disturb. If the only device to hand is your phone, put the call on another one.

Ask answers a question across every meeting you were part of, not just the one you are looking at. Questions like what did we decide about pricing, or who owns the migration, are rarely about the meeting currently open.

• The answer names the meetings it came from, and you can open one to read the passage yourself.
• It follows the thread, so a follow-up question resolves against the answer before it.
• It only ever searches meetings you were in. A meeting somebody else recorded and did not share with you is not in scope, and no phrasing of a question widens that.

Open a meeting and press share. There are two ways to share, and the difference is not cosmetic.

• Named people. Enter email addresses and NovoMeet invites those people specifically. The grant is restricted to them, so the link is inert if it travels further.
• A link for people who sign in. Anyone holding the link can open the meeting after signing in to NovoMeet.
• A link for anyone. A deliberate step out of the above: no sign in, and it works for anyone it is forwarded to. The meeting chat is not included.

Every share link expires after 30 days, and you can turn one off before then. Sharing gives the notes and the transcript, and never your calendar or your other meetings.

On Zoom, nothing joins your meeting. There is no assistant in the participant list, no extra seat, and nothing to admit. Zoom itself sends NovoMeet the transcript of meetings you host, once you have connected your Zoom account in Settings, then Integrations.

What changes once you connect:

• Meetings you host are transcribed, all of them, rather than one at a time.
• Nobody joins the call, and Zoom still tells the room: everyone sees that the content of the meeting is being shared with one or more apps, and NovoMeet is named on your own tile.
• Meetings hosted by other people are not covered, even when you are in them.
• Zoom writes the transcript, so the speaker names are Zoom's rather than ours.
• We receive text. The audio and video of your Zoom meetings are never sent to us and never stored by us.

Adding the app, using it, removing it from your Zoom account, and what to do when it does not work are covered step by step in the Zoom guide.

Archiving hides a meeting from your list and keeps it in full. Deleting is separate, deliberate, and permanent.

• Archive a meeting. Press archive on it in your meeting list. It moves to the Archive page, where restore brings it back.
• Delete a meeting forever. Open the Archive, find it, and press delete forever. You confirm once. The notes and the transcript go with it and it cannot be undone. This is the only place permanent deletion is offered.
• Delete your account and everything in it. Write to info@novolinkai.com and ask.
• A meeting you attended but did not host. Write to the same address. Any participant of a meeting may ask for a transcript of it to be deleted.

Disconnecting a calendar or an integration is not a deletion. It stops new meetings arriving; what you have already recorded stays until you remove it.

A key is how you point another tool at your own meetings: a knowledge-base connector, a script, something you wrote yourself. Open Settings, then API keys.

• Name the key after the thing that will hold it, so revoking the right one later is obvious.
• Grant only what that tool needs: Read meetings and transcripts, Send meeting bots, or Browse the web.
• Choose an expiry: 30 days, 90 days, a year, or never.
• The key is shown once, when it is created. Copy it then. If you lose it, revoke it and make another.
• Revoking a key takes effect immediately, and the list shows when each key was last used.

A key carries your access and nobody else's. Do not paste one into a shared document or a support email, ours included.

No notetaker turned up. Check the meeting row: if it says Won't record, the switch is off. If it is a Zoom meeting, nothing joins by design and section 12 explains why. Otherwise check that the calendar card in Settings still says Connected.

The notetaker waited outside. With Show my name selected the host has to admit it each time it meets a new link. On Outlook meetings it always has to be admitted, because the Microsoft grant is read-only and it cannot be added to the invite.

The meeting ran but there are no notes. Notes are written a few minutes after the meeting ends, so give it that. If they are still missing, write to us with the date and start time.

The recording stopped hearing anything. A line appears saying the microphone stopped delivering sound and is being reopened. That is the recorder catching a microphone another app took, usually a phone call, and taking it back. If the line stays, press Pause and then Resume, which asks the device for the microphone afresh. If it still will not hear you, stop and start a new recording: what was captured before is kept and becomes its own transcript and notes.

A connection says it expired. Press Disconnect and Connect again on that card. That is enough.

New meetings stopped arriving. The provider card shows when the calendar was last checked. A card that says Connected but was last checked days ago is the thing to tell us about.

Write to info@novolinkai.com. A person reads it, and we aim to reply within two business days. Telling us the address you sign in with, and the date and start time of the meeting you are asking about, gets you a real answer instead of a request for more detail.

The support page covers what to include and how to report a security problem. The privacy policy sets out what we collect and how long we keep it, and the terms of use cover the agreement itself.