Meetings

Introduction

Meetings are the backbone of AskElephant — every insight, summary, and workflow starts here. This guide walks through how meetings work: calendar setup, which meetings get recorded, privacy, joining and prepping calls, and how phone calls from Salesforce and HubSpot show up.

How AskElephant Joins Your Meetings

AskElephant automatically sends a notetaker to meetings — internal and external — as long as:

1. The meeting is on your connected calendar.

2. The calendar invite includes a meeting URL.

This works whether you're hosting or a client is.

Supported platforms. Google Meet, Microsoft Teams, and Zoom.

Setting Up Your Calendar

Before AskElephant can join, connect your calendar.

First login. You'll be asked to connect Google Calendar or Microsoft Calendar the first time you log in.

Switching calendars.

1. Click your name in the top-right corner.

2. Open Preferences.

3. Disconnect your current calendar.

4. Reconnect with a different Google or Microsoft account.

Once connected, AskElephant handles the rest.

Which Meetings Get Recorded

Not every meeting needs to be recorded. You have full control.

Toggle Recording for an Individual Meeting

1. Go to My Meetings.

2. Find the meeting in the Upcoming Meetings section.

3. Look for the blue toggle labelled This meeting will be recorded.

4. Toggle it off to skip recording.

Toggle Recording for a Recurring Meeting

If the meeting repeats, you can disable recording for just that instance or for all future instances in the series.

1. Find the recurring meeting in the Upcoming Meetings section.

2. Toggle off the recording option.

3. When prompted, select apply to recurring to disable recording for the whole series.

Heads up. apply to recurring only affects that specific calendar series. It does not automatically disable recording for all meetings with a particular client or company — that's a future enhancement.

Current Limitations

You can only modify recording settings for meetings that appear in Upcoming Meetings. If a meeting is scheduled more than a few weeks out, you may not be able to adjust it until closer to the meeting date.

Privacy: Who Can See Your Meetings

By default, recorded meetings are visible to anyone in your workspace.

Make a meeting private. Set a meeting to private and only its attendees can view the recording, transcript, and related outputs.

Permissions. Only workspace Owners and Managers can set meetings to private. See Meeting Privacy & Deletion for the full permission matrix and privacy-hierarchy rules.

Joining and Preparing for Meetings

Join a Meeting

1. Open My Meetings.

2. Find the upcoming meeting in Upcoming Meetings.

3. Click Join Meeting.

4. A new tab opens for Zoom, Teams, or Google Meet.

Prep Before a Meeting

1. Click the Prepare button on the meeting details.

2. AskElephant generates a pre-meeting summary with context from previous calls with that client or company.

3. Review before you go in.

For a fully automated prep flow — runs 30 minutes before every external meeting and builds a full briefing from HubSpot plus past meetings — activate the Meeting Prep - HubSpot recipe.

Finding All Your Meetings

Recorded meetings appear in the Recorded section of My Meetings.

All meetings — recorded or not — appear in the All Meetings section. This is a complete list of every calendar event and whether it was recorded.

Cleaning up the list. To remove unwanted events from My Meetings (prep blocks, recurring personal events), remove them from your calendar. They'll disappear from My Meetings automatically.

Phone Calls and CRM Integration

AskElephant also captures phone calls made through Salesforce or HubSpot integrations. These calls behave like meetings:

• They appear in Recorded.

• They appear in All Meetings.

• They're searchable across the platform.

Unlike video meetings, phone calls don't need a notetaker — transcription and metadata come directly from your CRM and dialer.

Identifying Which Meeting Triggered a Workflow

When reviewing workflow logs:

1. Click into the workflow run from the log.

2. Open the On Elephant Meeting Received trigger.

3. Scroll down to view the meeting title.

The title isn't surfaced in the main logs view, so this path is how you confirm which specific meeting the run was tied to.

Next Steps

Your calendar is connected and you're ready. AskElephant will join your meetings and capture the insights your workflows depend on.

Need More Help?

Reach the AskElephant support team by:

• clicking the chat button in the bottom right corner of your screen,

• emailing [email protected],

• or using @askelephant support in your dedicated Slack channel.