Meetings & Auto Minutes

What it does

Addness meetings record the call, transcribe it, and have AI create minutes that are saved to Drive or to a goal’s resources. Online meetings, in-person meetings, and Google Meet / Zoom / Microsoft Teams meetings can be turned into minutes.

Meeting type	Entry point	Starting minutes	Save location
Meeting tied to a goal	The goal row’s ”…” → Meeting / the goal’s chat	Started manually after joining	That goal’s resources
DM / group meeting	For groups, the headphone icon in the conversation header (“Call”); for DMs, the phone icon (“Call”)	Started manually after joining	Drive (shared with the people who joined during recording)
In-person (offline) meeting	The nine-dot icon “Recording, audio, meetings & notes” in the header → “Meeting”	Automatic, at the same time as starting	The “Huddles” folder in Drive
Google Meet / Zoom / Microsoft Teams meeting	“Request meeting notes” on the Meeting notes page	The meeting notes bot joins, automatically	Your own Drive, or a goal
From the Google Meet screen	“Record with Addness” → ”● Record with Addness” in the Chrome extension “Addness Meet Recorder”	The meeting notes bot joins, automatically	Your own Drive in the organization chosen in the panel

Connect Google Calendar to manage automatic attendance and video saving separately, with choices for each event (→ Schedule recordings for individual Google Calendar events).

In newly created organizations, meetings and meeting notes may be locked. “Meeting” and “Meeting notes” at the top right of the screen become available once you finish the challenge “Get to know meeting notes.” “Meeting” under the goal’s ”…” becomes available once you finish the challenge “Get to know Chat.” In every case, you can also use them by pressing “Skip and use it (no points)” (→ Challenges and feature locks).

① From a goal row

Win the proposal for Acme Corp

Meeting

A meeting tied to that goal. The minutes go to the goal's resources

② "Recording, audio, meetings & notes" at the top right

Header

Meeting

Choose "Meeting" to start a meeting with minutes. This is fastest for in-person meetings. The minutes go to the "Huddles" folder in Drive

③ From the Meeting notes page

Request minutes creation

https://meet.google.com/...

Paste the meeting URL and request, then admit the bot when it arrives. Saved to a goal or to the "Meeting Bot" folder in Drive

From any entry point, the minutes and transcript are saved automatically

① Meetings tied to a goal

Start from the goal row’s ”…” menu → “Meeting,” or the headphone icon in the goal’s chat. You can also share the join URL via “Meeting actions” next to “Meeting” → “Copy link.”

Once you’ve joined, press “Start creating notes” (the note icon) in the control bar. Choose the transcription language (Japanese, English, Vietnamese; if your display language isn’t Japanese, you can also choose “Automatic (recommended)”) and start, and everyone is shown that recording is in progress.

• The finished minutes are saved to that goal’s resources. The goal’s chat also shows “Meeting minutes were created,” and you can open them from “View meeting minutes”
• You also get a notification: “Meeting minutes were added to the resources of ’◯◯.’”

Note: For meetings from a goal or chat, minutes don’t start just by joining. Press “Start creating notes.”

② In-person meetings — start from “Recording, audio, meetings & notes”

In-person meetings in a meeting room, or an on-the-spot discussion, can be turned into minutes without choosing a goal.

1. Press the nine-dot icon “Recording, audio, meetings & notes” at the top right of the screen (the header) and choose “Meeting”
2. At “Start a meeting with notes?”, press “Agree and start”
3. Place your PC where it can hear the conversation. As soon as it starts, the Addness minutes bot joins and transcribes in real time

When it ends, the minutes and transcript are saved to the “Huddles” folder of the person who started it, in Drive. The person who started it becomes the owner, and members who agreed and joined become viewers.

Note: You can’t start a meeting from a smartphone browser. Start it from the Addness app or a browser on a PC.

③ Google Meet / Zoom meetings — request minutes from the Meeting notes page

Meetings held in Google Meet / Zoom / Microsoft Teams, such as with people outside the company, can be turned into minutes too.

1. Open the Meeting notes page (https://www.addness.com/meeting-notes) and press “Request meeting notes”
2. Paste the meeting URL. To make them a goal’s minutes, choose a goal with “Link to a goal.” If you don’t choose one, they are saved to the “Meeting Bot” folder in your own Drive. Enter a meeting notes title (up to 120 characters)
3. Choose “Also save the meeting video” (on by default; if off, the video isn’t saved and only transcription from audio and saving the minutes happen). Press “Request meeting notes” to send
4. The meeting notes bot comes to the meeting, so allow it to join on the meeting side (after it joins, the bot posts a message to the meeting chat; in Microsoft Teams, no message is posted)
5. When the meeting ends, the AI-made transcript minutes land in the save location you specified. If you also save the video, the recording lands in the same place too. You get a notification when transcription finishes. You can check the progress from “View progress” after sending, under “Requests in progress” on the meeting notes page. Only requests made from the current browser appear here (requests made from other devices or by other members do not)

Supported are Google Meet (https://meet.google.com/), Zoom (https://zoom.us/j/; paste the URL with the password), and Microsoft Teams (the join URL of a meeting on https://teams.microsoft.com/ or https://teams.live.com/).

If you choose “Ask AI for the next meeting’s notes” from Addness it on the meeting notes page, you only need to give the AI the meeting’s URL, and the AI requests the meeting notes for you.

Requesting from the Meet screen (Chrome extension)

For Google Meet, install the Chrome extension “Addness Meet Recorder” and you can request with just a press from the Meet screen. You can also install it from “Add to Chrome” below the meeting URL on the request screen.

1. Press the blue “Record with Addness” in the row of buttons (microphone, camera, leave, and so on) at the bottom of the Meet screen
2. In the panel that opens, press ”● Record with Addness”

Before you press it, you can use the panel’s “Also save video” switch to choose whether the meeting video is saved (on by default). Even when it’s off, the audio transcript and meeting notes are saved.

The meeting notes bot joins the meeting. The save location is the “Meeting Bot” folder in your own Drive, in the organization you chose in the panel (you can’t choose a goal).

Schedule recordings for individual Google Calendar events

Under My Settings › Integrations, press “Connect Google Calendar” in “Meeting bot calendar”.

On the first connection, Automatically attend events is on and video saving is off. Existing connections and reconnections keep your saved settings.

• Automatically attend events automatically books attendance for new events with a meeting URL. Open View events in Meeting notes and use Attendance for each event under Upcoming events on the Meeting notes page
• Set Default video saving separately from each event’s Follow default setting, Save video, or Do not save video choice. Turning video saving off still allows audio, transcription, and meeting notes saved to Drive for meetings the bot attends
• The page shows your saved preference separately from the setting applied to the attendance booking. If the setting has not been applied or the booking’s setting is unknown, use Retry video setting when offered. A booking with video enabled does not mean the video file has finished saving
• For a booked event, video settings can be changed until 10 minutes before the earlier of the last accepted booking’s start time and the latest event start time. Video settings cannot be changed after the bot has started joining
• New automatic bookings require the AI-balance check to be enabled. If automatic booking is unavailable, follow the on-screen guidance and check attendance for each event (→ FAQ)
• To stop, press Disconnect. Scheduled attendance bookings are canceled

The meeting notes bot’s name and image (admins)

Participants in Google Meet / Zoom / Microsoft Teams see the meeting notes bot with the name and image your organization chose. Organization admins can change them in Organization settings › Meeting notes bot (→ Organization settings). With “How it looks in meetings,” you can check how participants will see it. The default name and message follow the requester’s saved display language (Japanese if it hasn’t been set). For languages other than Japanese, transcript and recording filenames contain _transcript_ and _recording_, respectively, and the transcription language is detected automatically.

• Bot name — The default name is <Name>の議事録bot in Japanese (Addness議事録bot if the requester’s name is unavailable), and <Name>'s Addness Notetaker in other languages (Addness Notetaker if the name is unavailable). <Name> is the requester’s name. Choose “Custom name” and the same name is used for every request in the organization (up to 60 characters)
• Bot image — Change it to a JPEG or PNG (up to 5MB and 1024px) with “Change image.” “Reset to default image” puts it back
• Join chat message — When the meeting notes bot joins a meeting, it posts a message to the meeting chat. The default message includes the bot’s name, the requester’s name, the fact that it will create a transcript and minutes, and the Addness URL. In Japanese, the message is in Japanese and ends with https://hp.addness.com/ja; in other languages, it is in English and ends with https://hp.addness.com. Choose “Custom message” to use your organization’s own text. In Google Meet, the message is pinned in the chat. In Microsoft Teams meetings, no message is posted

What’s kept as minutes

For Addness calls (① and ②, plus DM and group meetings), these two are kept. When you request minutes in ③, transcript minutes are kept too, and when “Also save the meeting video” is on, the recording is kept as well.

• The minutes themselves (AI summary and organization)
• The transcript (the full text with speaker separation)

Both are saved to Drive. In Drive, you can find them by filtering by tag (“Meeting minutes,” “Transcript,” “Meeting recording”). On the Meeting notes page, you can reread minutes in a list without digging through the save folders. MCP-connected AI (Claude Code, Codex, etc.) can also read the minutes it has access to.

• The original audio (recording file): For Addness meetings (① and ②, plus DM and group meetings), the recorded audio is deleted after it’s used for transcription. No audio file is kept. For the Google Meet / Zoom / Microsoft Teams meeting notes bot, the recording is kept only when “Also save the meeting video” is on
• Who can see them: ① can be seen by people who can see that goal; ② by the person who started it and the members who agreed and joined; ③ by the requester (or, when linked to a goal, by people who can see that goal). You can show them to others with “Share” in Drive. Organization admins can see them regardless of assignment (→ Security and data handling)
• Deleting: In Drive, press the ”…” on the minutes’ row → “Move to trash.” Only people who can edit the minutes can delete them. Once permanently deleted from the trash, they can’t be restored (→ Drive: “Permanently deleting from the trash”)

Common notes

• Recording and transcription require the participants’ consent. While recording, everyone is shown a notice, and latecomers get a consent prompt too (declining means leaving)
• Generating minutes consumes AI tokens. The meeting notes bot uses them for the time the bot spends in the meeting and the time transcribed. If there’s no balance when it starts, it won’t start. Organizations with Addy Unlimited mode on can keep going, and the overage is added to the next bill (→ Features that use the AI allowance)
• The maximum number of meeting participants is 50
• The meeting notes bot isn’t available on the Starter plan (→ Plans and billing)

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