Recording Calendar Meetings with Wave

Once your calendar is connected, every upcoming meeting with a Zoom, Google Meet, or Microsoft Teams link gets a recording switch in the Wave mobile app and in Wave for Web. Turn it on and Wave sends a bot into that call. It records, transcribes, and summarizes without you doing anything else. If you haven't linked a calendar yet, start with connecting your calendar.

Bots are scheduled from your phone or the web. The Wave desktop app never sends a bot: it records your computer's audio locally instead (see below).

Turn on recording for one meeting

Events without a supported meeting link can't take a bot. The phone agenda marks them No meeting link (or Link not supported for other platforms), and the web list shows No meeting link with no switch. Record those yourself with the record button instead.

Recurring meetings

Toggle an event that repeats and Wave asks whether the change applies to the whole series.

• On mobile, the prompt is Record this series?. Choose This event only or This and future events. Turning recording off asks Stop recording this series? with the same two choices.
• On web, the prompt is Apply to whole series? (or Stop the whole series?), with Just this one and Apply to whole series (or Stop the whole series).

Picking the series option updates every future occurrence at once.

Record every meeting automatically

Rather than toggling one by one, switch on auto-recording and Wave joins every meeting on your calendar that has a Zoom, Google Meet, or Microsoft Teams link:

• iPhone & Android: on the Calendar tab, tap the sliders icon at the top right to open Recording Settings, then under Auto-record switch on Automatically record meetings.
• Web: on the Calendar page, click Calendar settings, then under Joining meetings switch on Join every meeting automatically.

Events without a supported link are skipped. You can still switch off any single meeting while auto-record is on.

Change what the bot is called

The bot shows up in the participant list under a name you choose. Set it once and it applies to every meeting Wave joins from your calendar: "This name appears when Wave joins a meeting."

• iPhone & Android: Calendar tab, sliders icon, Recording Settings, under Wave in your meetings, Name shown in meetings.
• Web: Calendar page, Calendar settings, under Joining meetings, Name shown in meetings.

Leave it empty and the bot joins under Wave's default name.

Choose what the bot looks like

By default the bot joins with its camera off, so people in the meeting see its name and nothing else. If you'd rather it show something, Bot appearance ("What people in the meeting see when your Wave bot joins.") sets what fills the bot's video tile:

• None (name only): the default. No video, just the name.
• One of six built-in tiles: Wave logo, Wave light, Recording mic, Taking notes, Recording notice, or Discreet dot. Recording notice is a plain "this call is being recorded" card; Discreet dot is the quietest option that still gives the bot a tile.
• Your image: tap Upload an image and pick a logo, a headshot, or anything else. Wave fits it to the widescreen tile, and you choose Fill the frame (crops to fill) or Fit with background (the whole image on a matching background), then Use this image.

Where to find it:

• iPhone & Android: Calendar tab, sliders icon, Recording Settings, under Wave in your meetings, Bot appearance.
• Web: Calendar page, Calendar settings, under Joining meetings, Bot appearance.

The name and appearance are saved to your account, so they apply to every bot from then on, including bots you send by link. Meetings that already have a bot scheduled are updated too ("Updated for 3 upcoming meetings."); a meeting that is about to start keeps the previous look.

Email the notes when the meeting ends

The same settings screen has two email switches (Notes by email on mobile, Email on the web):

• Send notes to myself: "Get meeting notes in your inbox." Wave emails the notes to your account email when each recording finishes processing. It works like Auto-send completed sessions under Settings → Auto-share, and covers your other recordings too, not only meetings. If both are on, you get one copy.
• Send notes to all attendees: "Share notes with everyone in the meeting." For meetings the Wave bot recorded from your calendar, Wave reads the attendee list off the event and emails each person the summary once processing finishes. They don't need a Wave account. See Wave Guests.

Watch the bot while it's in the meeting

On iPhone and Android, a bar appears at the bottom of the app whenever a bot is live, showing the meeting name, its status, and a running timer. The status reads Joining…, In waiting room, In the meeting (joined, not recording yet), or Recording. Tap the bar to see the Meeting link, Name in the meeting, and Started time.

Tap Stop to pull the bot out early. Wave asks "Stop recording this meeting?" and explains "Wave leaves the meeting. What has been recorded so far is kept."

On the Calendar tab, the meeting's chip follows along: Recording, then Processing…, then Notes ready. Tap Notes ready to open the notes.

Let the bot in

The bot joins at the meeting's start time. If the meeting has a waiting room or lobby, admit it like any guest; it shows up under the name you chose. If nobody admits it within about 10 minutes, it gives up and leaves. It also leaves on its own when the host removes it, when the meeting ends, or when everyone else has left, and the recording processes automatically.

On Zoom, Wave records with the host's permission. If the host's Zoom settings block recording, the bot can join but can't record.

The desktop app records locally instead

The Wave desktop app doesn't send bots. It watches your calendar locally and, two minutes before an event starts, shows a prompt with the meeting's name and a countdown. Join meeting (& record with Wave) opens the link and starts recording on your computer; Record starts recording without opening the link; Dismiss closes it. More options adds Join without recording. The prompt clears itself after two minutes and stays quiet while you're already recording. To turn it off, switch off Remind me before calendar meetings start under Notifications & reminders in the desktop app's settings.

Nothing joins the call. See Wave for Mac, Windows & Linux.

FAQ