AI Note Taker: Recordings, Transcripts, Credits & Storage

What this article covers#

The AI Note Taker is a robot participant. You invite it to your online meetings, it sits in the call, and afterwards it hands you back three things: a video recording, a written transcript of what everyone said, and an AI summary of the decisions and next steps.

That is wonderful for about a month. Then you have a hundred video files, you are not sure who is being recorded, and somebody asks why the storage bar is nearly full. This article is the whole picture, in the order you will actually need it:

• Where the screens are.

• How to browse, watch, download and delete your recordings.

• How much storage you have and how it is counted.

• How to switch the note taker on, and how to choose exactly which meetings it joins.

• What each piece costs — including the one thing that spends an AI credit.

Step 1: Find the two screens#

Everything lives under Meetings in the left sidebar. Click it, and the menu that opens has four entries. The bottom two are the ones this article is about.

The two screens you need: Recordings (the library) and AI Notetaker (the settings).

What the red arrow is pointing at, part by part:

• Meetings — your normal list of meeting records — one row per meeting, recorded or not.

• Calendar — the month view of everything scheduled.

• Recordings — the library. Every video the note taker captured, with its length, its file size and a storage meter. This is where you go to watch, download or delete.

• AI Notetaker — the settings. Whether the bot runs at all, which calendars it joins, what it saves and how it behaves in the room.

Step 2: Browse your recordings#

Open Meetings >> Recordings. Every meeting the bot recorded is here, newest first.

The top of the Recordings page: what the screen is, and how much you have accumulated so far.

What the red arrow is pointing at, part by part:

• The heading and description — a one-line reminder of what the page holds — “Every meeting the AI Note Taker recorded — how long each one runs, how much room it takes, and whether we still hold the file.”

• The totals line — “17 recordings · 52m 29s of video”. This is your quick health check. If that number of hours climbs faster than you expected, someone has turned recording on for a busy calendar.

• Search meetings or hosts — free-text search across meeting titles and host names.

• All hosts — narrow the list to one person’s meetings — useful when you are cleaning up after a colleague who has left.

• Any Time — a date filter. Set it to “older than” a period to find the recordings worth deleting first.

• View — controls which columns are shown.

Step 3: Read a single row#

Each row is one recording. Reading it from left to right tells you everything about that file.

One recording, read left to right — the meeting, the video, when it happened, who hosted, and what was saved.

What the red arrow is pointing at, part by part:

• Meeting — the meeting title, with the platform underneath it (Google Meet, Zoom). Click through to open the full meeting record.

• Video → Watch — plays the recording in the browser. You do not need to download it just to check something.

• Date — when the meeting ran.

• Host — whose calendar it came from. This matters, because recording is switched on per calendar — see Step 5.

• Recording — two facts joined by a dot: how long the video runs, and how big the file is — for example 5m 2s · 9.8 MB. The size is the number that adds up against your storage.

• Notes — small tags showing what else was saved. Transcript means the text version exists. Summary means the AI wrote one. A dash means neither — you have video only.

• Action — the download icon saves the video file to your computer; the bin icon deletes the recording.

Step 4: “Provider only” — the recordings we do not hold#

Scroll down and some rows look different. Where the file size should be, they say Provider only, and there is no download icon.

A Zoom meeting: the recording is kept by Zoom, not by AI Engage, so there is no file here to download.

What the red arrow is pointing at, part by part:

• Provider only — the meeting was recorded, but the video file lives with the meeting platform (Zoom) rather than in your AI Engage storage.

• No file size — because we are not holding the file, it contributes nothing to your storage total.

• No download icon — there is no copy here for us to give you. To watch it, go to the recording in Zoom itself.

• The bin is still there — you can remove the row from this list, which tidies your library without touching the file in Zoom.

Step 5: Check your storage#

Top right of the Recordings page is the storage meter — the thing to glance at once a month.

Two different numbers: the plan storage bar, and the recordings tally underneath it.

What the red arrow is pointing at, part by part:

• STORAGE USED / “60.0 GB left” — the headline: how much room remains in your plan’s file storage.

• “0 MB of 60.0 GB” — how much of that plan storage is currently in use. This covers attachments and documents across the whole CRM.

• The thin bar — the same figure as a progress bar — the quickest visual check.

• “Recordings, counted separately” — the important line. The total size of your meeting videos is tallied on its own and does not eat into the bar above it. Here it is 50.1 MB.

Where does 60 GB come from? Your plan gives an allowance per user, and those allowances are pooled. On the Advance plan that is 3 GB each, so an account with 20 seats shows 60 GB in total.

Step 6: When space runs low#

Recordings grow faster than anything else in a CRM. In the library above, a five-minute call ranges from 762 KB to 13.5 MB depending on what was on screen — a screen-share of a spreadsheet is far heavier than four faces talking. When the meter tightens, work down this list in order:

• Delete what nobody will watch again. Filter by Any Time to the oldest period, and clear out internal stand-ups and test calls. The transcript survives, so you keep the searchable record.

• Stop saving video you do not need. In the settings, turn Save the recording off and leave Save the transcript on. Growth stops immediately and you still have a written record of every call.

• Cap the length. Set Maximum recording time so one meeting that nobody closed cannot swallow your allowance.

• Add room. Storage arrives with seats, so more space means either more seats (Settings >> Billing & Subscription >> Manage Seats) or a plan with a bigger per-user allowance (Change Plan).

Step 7: Switch the note taker on#

Now to the other screen. Go to Meetings >> AI Notetaker. The top of the page holds the two settings that apply to everything.

The master switch, and the name your invitees will see in the participant list.

What the red arrow is pointing at, part by part:

• Enable AI Note Taker — the master switch. Off means the bot never joins anything, no matter what else is configured. On means it may join — but only the calendars you tick in the next step.

• “Automatically join meetings on the calendars you select below” — the help text spelling out exactly that. Turning this on is not the same as recording everything.

• Bot name — the name shown to everyone else in the meeting when the bot arrives.

Step 8: Choose which meetings it joins#

This is the most important screen in the article, and the one people skip. Below the switch is a table of every booking calendar in your organisation.

One row per calendar. Only the calendars switched on here are ever recorded.

What the red arrow is pointing at, part by part:

• The counter — “14 of 55 calendars enabled” — the honest summary of your recording footprint. Read this before anything else.

• “Only meetings from selected calendars will be recorded” — the rule, stated by the interface itself.

• CALENDAR — the booking calendar’s name.

• HOST — who owns that calendar. Note that a single person can own several — one can be recorded while another is not.

• BOT NAME — “Default name” inherits what you set in Step 7. Override it per calendar if, say, your recruitment calendar wants a different label from your sales one.

• AI NOTE TAKER — the toggle that actually decides. On means meetings booked through this calendar get a bot; off means they never do.

Step 9: Decide what to keep, and what it costs#

Scroll to the bottom of the same page and open Advanced. The first block, Recording & AI content, decides what survives the meeting. The three outputs are independent — you can have any combination.

The three outputs are separate switches — and only one of them costs a credit.

What the red arrow is pointing at, part by part:

• Save the transcript — keeps a text version of the conversation. Small, searchable, cheap to store. Leave this on.

• Save the recording — keeps the meeting video. This is the switch that consumes your storage. Turn it off if you only ever re-read the transcript.

• Create an AI summary — writes up key points, action items and next steps. Note the help text: “Uses one AI credit per meeting.” This is the only part with a per-meeting cost — recording and transcription do not spend credits.

• Recording format — what to capture. Video (speaker) follows whoever is talking.

Your plan also includes a monthly allowance of note taker time — on the Advance plan, 10 free hours. You can see what your own plan includes under Settings >> Billing & Subscription.

Step 10: Tune how the bot behaves in the room#

The rest of Advanced controls the bot’s manners. The defaults are sensible; these are the ones worth understanding.

Step 11: The same output, on the meeting record#

You do not have to visit the Recordings page at all. Open any meeting and scroll to Meeting Information — the note taker’s work is right there on the record.

The same recording, on the meeting it belongs to — plus the fields telling you what else was saved.

What the red arrow is pointing at, part by part:

• Recording URL → Watch recording — plays the video without leaving the record.

• Download — saves the video file to your computer.

• The link box — the raw address of the file, with a copy button.

• “Saved to your own storage. This link expires in a few hours…” — the sentence to actually read. That address is deliberately short-lived.

• Transcript — the text of the conversation, or NA if the transcript was not saved for this meeting.

• AI Summary — the write-up produced by the note taker, or NA if no summary was created.

• Notetaker — Yes if the bot was asked to attend this meeting at all.

Quick troubleshooting#

Where to go next#

The AI Summary field described in Step 11 is only half the story — there is a second, on-demand summary button higher up the same record that works quite differently. AI Summary on a Meeting explains which is which and when to trust each.

For the rest of the meeting record — the timeline, the related lists and the actions on it — see Reading a Meeting Record.