How to Record Meetings with TrustPager Notetaker

TrustPager Notetaker is a meeting bot that joins your Google Meet calls, records the conversation, and drops a full transcript straight into the CRM, linked to the booking, the opportunity, and the contact. No note-taking, no copy-pasting after the call.

How It Works

When a booking is confirmed, TrustPager checks whether the event type has auto-record switched on. If it does and a Meet link is present, a Notetaker bot is scheduled automatically. It joins the call 60 seconds before the start time, records the audio, and once the meeting ends the recording is processed and the transcript lands back in TrustPager. The transcript is saved against the booking, the linked opportunity, and the contact, and any automations listening for transcript_received fire automatically.

Recording costs 23 credits per recorded minute (1,380 credits per hour of meeting time). Credits are deducted from your workspace balance when the transcript lands.

Setting Up TrustPager Notetaker

First, connect TrustPager Notetaker at the company level. Go to https://app.trustpager.com/settings/integrations and find the TrustPager Notetaker card. Flip the toggle on, then choose your preferences:

• Send intro message - the bot posts a short message when it joins so participants know it is recording. You can customise the message text.
• Keep recording if everyone leaves - by default the bot stops when the last participant exits. Turn this on if you want it to record until the scheduled end time regardless.

Once the integration is enabled, go to each event type where you want recordings. Open the event type from https://app.trustpager.com/tools/scheduling and find the TrustPager Notetaker card. Switch Auto-record on. From that point forward, every new booking for that event type will have a bot scheduled automatically at confirmation time.

Notetaker Settings

There is a dedicated settings card for TrustPager Notetaker in the Scheduling section of your Tools settings. Go to https://app.trustpager.com/settings/tools?section=scheduling and look for the TrustPager Notetaker (AI Meeting Recorder) card. This card is only shown when the Notetaker integration is enabled.

The settings here apply across all your Notetaker recordings:

• Keep meeting recordings - controls whether recorded files are retained after the transcript is processed.
• Wait time for late joiners - how long the Notetaker waits in an empty room before leaving. Options are 5, 10, or 15 minutes. The default is 10 minutes.

The Notetaker joins about 1 minute before the scheduled start time. If nobody has joined by the end of the wait window, it leaves and nothing is recorded. Once any participant joins, the Notetaker stays for the full meeting regardless of how long that takes. The wait window only controls how long it sits in an empty room.

If your team tends to start meetings a few minutes late, set this to 10 or 15 minutes so the Notetaker is still waiting when everyone arrives. Changes save automatically and a "Saved" indicator confirms each update.

Scheduling a Bot Manually

If auto-record was off when a booking came in, or you want to add a bot to a one-off meeting, you can schedule it retroactively. On the Scheduling page, find the booking in the list. Under the Google Meet link you will see the TrustPager Notetaker row. Click Add TrustPager Notetaker - the bot is scheduled immediately and will join 60 seconds before the meeting starts.

If a previous attempt failed, the row shows Retry TrustPager Notetaker instead. Click it to try again.

Understanding the Status Badges

Each booking in the scheduling list shows a status indicator for TrustPager Notetaker. Here is what each one means:

• Purple - "TrustPager Notetaker will join 60s before start": A bot is scheduled and ready to go. Nothing more to do.
• Amber - "TrustPager Notetaker not scheduled": Auto-record is on for this event type, but no bot was scheduled for this booking, usually because the booking was made before you flipped auto-record on. Click the badge to schedule it retroactively.
• Green - "TrustPager Notetaker recorded this meeting": Recording is done and the transcript is saved in the CRM.
• Red - "TrustPager Notetaker failed": Something went wrong. The bot could not join, or the recording failed to process. Click Retry TrustPager Notetaker to try again. If retries keep failing, check that your Google Meet link is valid and that the Notetaker integration is still connected in settings.

Where Transcripts Go

Once a recording is processed, the transcript appears on the booking detail, on the linked opportunity's timeline, and on the contact record. If you have automations set up to fire on transcript_received, they will run as soon as the transcript lands, useful for triggering a follow-up email or updating an opportunity field automatically.

For more on what you can do with transcripts once they are in the CRM, see https://trustpager.com/help-center/ai-needs-analysis.

Deleting a Transcript and Recording

You can permanently delete a meeting transcript and its recording from TrustPager. This removes the transcript, its links to contacts and opportunities, and the stored recording file. This cannot be undone.

There are two ways to delete:

• From the Meetings list: Go to https://app.trustpager.com/inbox/meetings. Click the three-dot menu (⋮) on the row for the meeting you want to remove, then select Delete. A confirmation dialog will appear. Click Delete to confirm. You will see a "Transcript and recording deleted" confirmation once it is done.
• From the Meeting detail page: Open a meeting at https://app.trustpager.com/inbox/meetings and click through to its detail page. Click the Delete button in the top-right corner. Confirm in the dialog that appears.

Who can delete: Only users with the Admin or Editor role can delete transcripts. Viewers do not see the Delete option. If you do not see it, ask your workspace admin to review your permissions at https://app.trustpager.com/settings/permissions.

Deletion is also available via the API (DELETE /transcripts/:id, requires the transcripts:delete scope) and the delete_transcript MCP tool for AI agent workflows.

Troubleshooting

The bot did not join my meeting. Check that the booking has a Google Meet link. Notetaker only works with Meet links. If the meeting was created without a link, it will not be able to join. Also confirm the Notetaker integration is still enabled in your settings.

The bot left before anyone joined. The Notetaker waits a set amount of time in an empty room before leaving. If your team arrived after that window closed, the bot will have already left and nothing was recorded. Increase the wait time at https://app.trustpager.com/settings/tools?section=scheduling. Set it to 10 or 15 minutes if your meetings tend to start late. You can also manually re-add the Notetaker to the booking from the Scheduling page if the meeting is still in progress.

Transcripts are not appearing. Transcripts are posted after the recording is processed, which can take a few minutes after the meeting ends. If nothing appears after 15 minutes, check the booking status badge. If it shows red, retry from the scheduling list.

I flipped auto-record on but existing bookings are not covered. Auto-record only applies to new bookings created after you switch it on. For existing bookings, use the manual Add TrustPager Notetaker button on each one.