> ## Documentation Index
> Fetch the complete documentation index at: https://docs.shiftupai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Meetings (Beta)

<Badge color="red">BETA</Badge>

AI-powered meeting recording, transcription, and insights directly inside Salesforce.

The notetaker sends an AI bot to your meetings to record, transcribe, and extract insights. Transcripts, participants, and AI-generated insights are stored as Salesforce records and linked to your accounts, opportunities, and contacts. Additionally, the insights from the meeting inform the ShiftUp Account Plan and Strategies, which may result in an updated or new strategy

## Key capabilities

* **Automatic meeting recording** — A bot joins your Zoom, Google Meet, Microsoft Teams, Webex, or GoTo Meeting calls and records the session.
* **Transcription** — Full meeting transcripts are generated and stored in Salesforce.
* **AI insights** — Actionable insights are extracted from each transcript, tagged and organized for review.
* **Calendar integration** — Connect your Google or Microsoft calendar to automatically schedule the bot for upcoming meetings.
* **Record linking** — Associate meetings with accounts, opportunities, contacts, leads, account plans, and opportunity strategies.
* **Manual meetings** — Paste transcripts from external meetings to generate insights without a live bot.

## Adding a meeting

There are three ways to capture a meeting. Using the Meetings tab to initiate the following actions.

<Steps>
  <Step title="Calendar auto-scheduling">
    Connect your calendar using the calendar icon, and the bot is automatically scheduled for meetings that have video conference links.
  </Step>

  <Step title="Join a live meeting">
    Click **Create Meeting**, enter a meeting URL, and the bot joins immediately.
  </Step>

  <Step title="Manual transcript">
    Click **Create Meeting**, select the **Manual** tab, and paste an existing transcript. ShiftUp processes it and generates insights without a live bot.
  </Step>
</Steps>

## Meeting lifecycle

Each meeting progresses through processing statuses:

| Status                | Description                                   |
| :-------------------- | :-------------------------------------------- |
| Pending               | Meeting is scheduled; bot has not yet joined  |
| Joining               | Bot is attempting to join the meeting         |
| Waiting for admission | Bot is in the waiting room                    |
| Recording             | Bot has joined and is actively recording      |
| Transcript done       | Recording complete; transcript received       |
| Processing            | Transcript is being analyzed                  |
| Processing insights   | AI is generating insights from the transcript |
| Completed             | All processing is finished                    |
| Failed                | An error occurred during processing           |

<Note>
  If the bot is not admitted or the recording is denied by a meeting host, the status reflects the specific issue (e.g., Not Admitted, Recording Denied).
</Note>

### Duplicate bot prevention

ShiftUp prevents multiple bots from joining the same meeting. If a bot is already scheduled for a meeting URL — by you or a colleague — a dialog appears showing the existing meeting owner and a link to view that recording. This applies to both calendar-scheduled and manually created meetings.

## Browsing meetings

The Meetings page offers two display modes:

* **List view** — A sortable data table with columns for name, status, owner, duration, and created date.
* **Calendar view** — A month or week view showing scheduled and completed meetings. Click any event to see details in a popover.

Filter meetings by status using the tabs at the top of the page: **All**, **Completed**, **Processing**, **Pending**, and **Failed**. Each tab shows a count of matching meetings. You can also filter by owner or toggle **Show only meetings I own** to focus on your recordings.

## Viewing a meeting

Open a completed meeting to see:

* **Insights** — AI-extracted takeaways grouped by tag, with citations from the transcript. Insights are organized into categories so you can quickly scan for the information that matters most.
* **Transcript** — Full searchable transcript with speaker labels.
* **Participants** — List of detected meeting participants.
* **Events** — Bot lifecycle timeline showing join, record, and leave events.
* **Records** — Salesforce records linked to this meeting.
* **Sharing** — Manage who has access to this meeting. See [Sharing meetings](#sharing-meetings) below.

You can download transcripts as text or JSON, and export insights as a PDF.

## Calendar integration

Connect your Google or Microsoft calendar to automatically schedule the bot for upcoming meetings. Bots will not be scheduled for meetings marked as "private" or recurring meetings automatically. If you would like a bot to join those meetings you will have to "opt-in" to bots joining in the calendar view.

### Connecting your calendar

<Steps>
  <Step title="Navigate to the Meetings page">
    Open the ShiftUp app and go to **Meetings**.
  </Step>

  <Step title="Switch to the Calendar view">
    Select the **Calendar** icon.
  </Step>

  <Step title="Connect your account">
    Click **Connect** and authorize access through your Google or Microsoft account.
  </Step>
</Steps>

Once connected, your calendar syncs, and upcoming meetings with video conference links appear in the calendar view.

### Calendar event statuses

Each calendar event shows a status indicating its scheduling state:

| Status               | Description                                                  |
| :------------------- | :----------------------------------------------------------- |
| Pending              | Event synced; bot not yet scheduled                          |
| Scheduled            | Bot is scheduled to join this meeting                        |
| Recording            | Bot has joined and is actively recording                     |
| Completed            | Recording is finished                                        |
| Opted Out            | You opted out of recording for this event                    |
| Blocked Preference   | Auto-scheduling is off due to a scheduling preference        |
| Too Late to Schedule | The meeting is too close to its start time to schedule a bot |
| Cancelled            | The calendar event was cancelled                             |

### Scheduling controls

* **Opt out of a meeting** — Click the opt-out option on any calendar event to prevent the bot from joining.
* **Opt out of a recurring series** — Use the **Apply to All Future** toggle to block the bot for all future occurrences of a recurring meeting in one action.
* **Opt back in** — Re-enable recording for meetings you previously opted out of. If the meeting starts in less than 10 minutes, opting back in is not available.
* **Private meetings** — Events marked private in your calendar are not auto-scheduled by default.

<Note>
  When you opt out and another ShiftUp user in the same meeting is still opted in, the bot is reassigned to that user rather than cancelled. The meeting is still recorded — it just appears under their name.
</Note>

Events where auto-scheduling is blocked display an **Auto scheduling off** label in the calendar view.

### Zoom webinars

When joining a Zoom webinar that does not require registration, you may be prompted to enter your Zoom account email address. This is required for the bot to join the webinar.

### Disconnecting

Disconnecting your calendar stops syncing new events. Past meeting recordings are preserved.

## Linked records

Link meetings to Salesforce records so AI-generated insights can enrich your account plans and opportunity strategies.

Supported record types:

* Accounts
* Opportunities
* Contacts
* Leads
* Account plans
* Opportunity strategies

When participants are added to a meeting, ShiftUp automatically matches participant email domains against account website fields and creates links to matched accounts. When a meeting is linked to an account, contact, or opportunity, a standard Salesforce event is created on that record's activity timeline.

## Access and permissions

Meeting records use a private sharing model. You can only see meetings you own unless an admin grants broader access.

| Role              | View        | Edit        | Delete      |
| :---------------- | :---------- | :---------- | :---------- |
| Seller            | Own records | Own records | Own records |
| Manager           | Own records | Own records | Own records |
| Admin             | All records | All records | All records |
| Restricted seller | Own records | No          | No          |

### Sharing meetings

There are two ways meetings are shared with other users.

**Automatic sharing** — If you have your calendar connected to ShiftUp, the system automatically shares a meeting with other ShiftUp users in your Salesforce organization. Sharing is based on matching participant email addresses against other users' Salesforce email addresses.

**Manual sharing** — Open a meeting and select the **Sharing** tab to add or remove specific users. If you do not have permission to manage sharing, the tab displays in view-only mode.