Meetings & AI Notes

The Meetings area is where you review everything that's booked with you. See what's coming up, revisit what already happened, cancel or reschedule when plans change, and — for video calls — let an AI notetaker record, transcribe, and summarize the conversation so you never have to take notes by hand.

Viewing Your Meetings

Open Meetings from the sidebar. Meetings are split into two tabs:

• Upcoming — meetings scheduled from now on, sorted by soonest first.
• Past — completed meetings, most recent first, where AI notes and summaries live.

Click Details on any meeting to open its full page. There you'll find the date and time, duration, the invitee's name and email, the video or location details, and — once available — the AI summary, transcript, and recording.

If you're on a team, what you see depends on your role. Team owners see every meeting booked on events they own (with a badge showing which host it's assigned to), while team members see only the meetings assigned to them. Owners can also filter the list by team member and view times in a different timezone.

Cancelling a Meeting

1. Open the meeting from the Upcoming tab and click Details.
2. Click Cancel Meeting and confirm.

When you cancel, PepoSmart automatically:

• Notifies the invitee (and any added guests) by email that the meeting is cancelled.
• Removes the video conference — the Zoom, Google Meet, or Microsoft Teams meeting is deleted so its link no longer works.
• Deletes the calendar events from your connected Google or Outlook calendar.
• Cancels any AI notetaker bot that was scheduled to join, and sends a Slack cancellation notice if Slack is connected.

Only the host, the event owner, or a team admin can cancel a meeting, and cancelling is only available while the meeting is still upcoming.

Rescheduling a Meeting

1. Open the upcoming meeting's Details page.
2. Click Reschedule to generate a reschedule link.
3. Share that link so the invitee can pick a new time from your live availability.

Past meetings can't be rescheduled, and — like cancelling — rescheduling is limited to the host, event owner, or a team admin.

Adding a Guest

Need to bring someone else into a scheduled call? On the meeting's Details page, find the Guests section, click Add, enter their email, and click Invite. They'll receive an email invite with the meeting details.

For how bookable events and invitees work in the first place, see Events & Booking.

AI Meeting Notes

For video meetings, PepoSmart can send an AI notetaker bot that joins the call, records it, and transcribes everything that's said — then turns the transcript into a clean summary. Enable notes per meeting using the Collect meeting notes toggle on an upcoming meeting.

AI notes work only with online video meetings that have a link — Zoom, Google Meet, and Microsoft Teams. Phone calls and in-person meetings can't be recorded, because there's no call for the bot to join.

What You Get After a Meeting

Once a recorded meeting ends and processing finishes, its Details page fills in with:

• AI summary — a structured recap of what happened, which you can copy with one click.
• Full transcript — the complete word-for-word record in the Transcript tab, copyable too.
• Timestamped summary — toggle Timestamps to see the summary mapped to moments in the call.
• Template summaries — re-summarize the same meeting through different lenses (for example a sales-focused or general format) using the template selector.
• Chat with your meeting — the Ask AI tab lets you ask questions in plain language, like "What were the key decisions?", and get answers drawn from the transcript.
• Recording playback — watch or download the meeting video right from the page.

The AI notes also power scorecards, deal intelligence, action items, and follow-up drafts — see Sales Intelligence for those.

Meeting States You Might See

Before a summary is ready, the AI Summary panel shows what's happening so you always know where things stand:

• Meeting hasn't started yet — an upcoming meeting that has a link; the summary will appear after it's recorded and processed.
• Meeting in progress — the call is happening now; the summary appears once it ends.
• No meeting link provided — there's no Zoom, Meet, or Teams link, so the bot can't join.
• AI recording isn't available — the meeting is a phone or in-person meeting, which can't be recorded.
• Processing your meeting — shown only after an online meeting ends, while the recording is being transcribed and summarized.

Recording Storage & Retention

After a meeting, PepoSmart archives the recording to permanent storage (Cloudflare R2) so it stays available long after the meeting platform would have discarded it. In the recording player you'll see whether a video is Permanently stored or Temporary — download to keep.

• Free users: recordings are kept for 7 days, then automatically deleted. Download anything you want to keep before then.
• Paid users: recordings are stored with unlimited retention — they don't expire.

Sharing Meeting Notes

Use the Share button on a meeting's Details page to give others access to the summary, transcript, and recording. You can:

• Turn on a public link so anyone with the link can view the notes (or keep it restricted).
• Grant access to specific people or teammates.
• Share the notes directly by email.

Recording Limits by Plan

Both retention and how many recordings you get per month scale with your plan. For the full breakdown — free versus paid retention, monthly recording caps, and everything else included — head to Plans & Billing.

Need Help?

If a recording didn't appear or the bot didn't join, check our Troubleshooting Guide or contact support.