Automatic bot scheduling currently uses connected Google Calendar or Google Workspace calendars. An eligible event can contain a Google Meet or Microsoft Teams link. A Teams meeting link does not, by itself, mean Outlook calendar scheduling is supported.
Prepare an eligible event
- Connect your calendar and confirm the event appears in Bigmind’s meeting list.
- Make sure your administrator has assigned you to bot capture.
- Add a direct, supported Google Meet or Microsoft Teams meeting link to the event.
- Set a start and end time and invite the participants so Bigmind can evaluate attendee-based policies.
- Confirm the event matches your capture policy and that you have not declined it.
You do not have to organize the meeting for it to be eligible: Bigmind checks the connected user’s calendar and applicable policies. An external host may still need to allow the bot into the call.
When scheduling happens
Bigmind checks eligible calendars about every five minutes, looking for meetings starting within the next 15 minutes and recently started meetings. Calendar synchronization and this scheduling check are separate, so a newly created event may not be picked up immediately.
For a meeting found in advance, Bigmind starts preparing about two minutes before the scheduled start and aims to join about one minute before it. Startup time and admission can delay entry. Schedule ahead and confirm the event has synced; do not rely on an exact-second arrival.
Last-minute and in-progress meetings
If you create an event just before it starts, add the meeting link late, or are already in the call, open the Bigmind extension menu and use Invite notetaker. If it shows Bot scheduled, choose Invite notetaker now. The bot still needs time to start and be admitted.
Automatic discovery includes a five-minute look-back, but it is not a guarantee that every late-synced meeting will be captured. Manual invitation is the practical fallback, subject to the same capture policy.
Events that are skipped
- Events without a supported meeting link.
- All-day events, invalid time ranges, and events lasting 24 hours or longer.
- Canceled events, events that have already ended, and invitations the connected user has declined when checked for scheduling.
- Meetings excluded by your capture policy, or users not assigned to bot capture.
Events shorter than 24 hours can be eligible, but a bot has a maximum runtime of four hours. Do not expect a full recording of a longer meeting.
Changes and cancellations
Edit the event in your connected calendar and allow it to sync. Bigmind rechecks the event and capture eligibility before joining and periodically during capture. A changed start time or meeting link can invalidate the previous plan; a canceled or ineligible event can stop capture. Last-minute edits are not instantaneous, so check bot status after changing an event.
For a recurring meeting, each occurrence is evaluated separately. Make changes to the intended occurrence in your calendar.
When the bot leaves
Leaving the call yourself does not necessarily remove the bot. It can continue while other participants remain. The bot leaves when the platform ends the meeting, when you remove it, or when an automatic leave condition applies.
- It normally leaves after roughly one minute alone in the meeting.
- It waits up to about 15 minutes for admission or for the host to start the meeting.
- After the first 20 minutes, about 10 minutes of continuous silence can trigger departure.
- For scheduled capture, Bigmind requests a stop 15 minutes after the scheduled end. The four-hour runtime limit can end capture sooner.
These are capture limits, not promises of instant finalization. The recording and summary may finish processing after the bot leaves.