Connect an upcoming meeting to the Workspace that should receive its context, then decide whether the Recorder should join. The same flow works for a one-off meeting or a recurring series.
Before you start
Connect the calendar that contains the meeting. Without a connected calendar, see Invite the Recorder by email below.
Create or join the Workspace you want to use.
Tell participants how your organization uses the Recorder, recording, Transcript, Notes, and Actions.
Find the meeting
Open the navigation menu and select Meetings. The timeline shows past and upcoming meetings from your connected calendar.
Use the date controls to move between years, months, and weeks. Days with meetings are marked in the week strip, and the timeline keeps past and upcoming meetings in one view.
Add the meeting to a Workspace
Select the meeting from the timeline.
Select Add workspace, or select the existing Workspace names or count to edit them.
In Where should the updates be automatically published?, choose the Workspace that should receive the meeting context.
Select Save.
A meeting can be connected to more than one Workspace when its content genuinely belongs to each one. Avoid broad publication: adding unrelated Workspaces makes later Notes, pages, and briefings noisier.
For a recurring meeting, the Workspace connection normally applies to future occurrences in the series. Past meetings keep their existing associations.
Turn Recorder joining on or off
Upcoming meeting cards show a Recorder joining switch.
Turn it on when participants have been informed and you want the Recorder to capture the meeting.
Turn it off when the meeting should not be recorded or the consent requirements have not been met.
To change automatic joining defaults and exceptions, open Settings → Account → Integrations → Meeting Recorder settings. Use the Internal and External switches and Rules; see Set automatic Recorder behavior.
Check the switch again if the organizer, time, or conferencing link changes. In the meeting details, an enabled Recorder: Invited switch indicates that the Recorder is invited. A Recorder scheduled message shows its planned join time:
Invited or scheduled does not mean the Recorder has successfully joined. Check the message as the meeting starts. If it says Recorder is not in the meeting, use Invite manually if you want to try inviting it. See Check the Recorder status for the joining, failed, and stopped messages. The Recorder cannot produce captured Notes or a Transcript for a meeting it did not successfully join.
Invite the Recorder with a meeting link
Open Meetings.
Select Invite recorder to a meeting.
Paste the conferencing link into Meeting link.
Select Invite recorder.
For Google Meet, someone in the meeting may need to let the Recorder in from the waiting room. The meeting is visible only to you until you add it to a Workspace.
Invite the Recorder by email
If you have not connected a calendar, you can still bring the Recorder into a meeting by email. Your company has its own In Parallel email address. When no calendar is connected, Home shows it with a copy button. It also appears in Meetings while your meeting list is empty.
Add the address as a guest when you create or edit the meeting in your calendar, or
Forward the meeting invitation to the address.
The Recorder is invited to the meeting when all of these are true:
You send the invitation from the email address of your In Parallel account.
You are the organizer or an attendee of the meeting.
The email includes the calendar invitation.
The meeting has an online meeting link, such as Zoom, Microsoft Teams, or Google Meet, and is not an all-day event.
Your email domain has DKIM set up for your own domain, not only your email provider's default. Most company domains already do.
About DKIM: DKIM is an email signing standard that proves a message really comes from your domain. Your IT team or email administrator usually sets it up, in your email provider's admin settings and your domain's DNS records. If you are not sure whether it is set up, ask them and share your provider's guide: Microsoft 365: DKIM for your custom domain or Google Workspace: Set up DKIM.
You do not get a reply or an error when an invitation cannot be used. Check the meeting in Meetings before it starts. If it is missing, or the invitation has no online meeting link or is for an all-day event, see Troubleshooting: Meetings and Recorder.
The address accepts only calendar invitations. Documents, notes, and other content sent to it are not added to In Parallel. To add a document, see Add documents to a Workspace or Chat.
Check the result after the meeting
Open the meeting from the timeline after processing finishes. A processed meeting can include:
Notes — the readable meeting output
Transcript — the source record when available
Actions — follow-ups prepared from the meeting
The meeting details also show its time, participants, connected Workspace, meeting type, and Topics when those fields are available.
Use Classify meetings by type to set a consistent type for a recurring series and make meeting preparation, analysis, and filters more useful.