A Bigmind meeting bot joins Google Meet or Microsoft Teams as a visible participant. It captures both a transcript and a recording. Your organization’s plan must include bot capture, and your administrator must enable it and assign it to you.
Recognize and admit the notetaker
Your administrator can customize Bot name in Manage capture settings and policies using your organization’s name. Confirm the expected name with your team.
The meeting host may need to admit the bot from the lobby. Provider restrictions can prevent it from joining. A custom display name does not make a bot a verified account or bypass a platform warning. Bigmind does not require customers to provision their own Google Workspace bot account for the current guest-join approach.
Invite the notetaker from the meeting
- Join a supported Google Meet or Microsoft Teams meeting in Chrome with the Bigmind extension signed in.
- Open the Bigmind button.
- Choose Invite notetaker, or Invite notetaker now if a bot is already scheduled.
- Watch the status as the bot gets ready and joins. Admit it if prompted.
The button shows a spinner during preparation and joining. Once capture is active, the status reads Bot is recording. An invitation is not confirmation that recording has started.
Bigmind coordinates invitations within your organization so colleagues do not start multiple active Bigmind bots for the same meeting link. The invite option is hidden while a bot is already joining or recording. If a bot leaves or fails, wait for its attempt to finish before inviting another.
Manual invitations still follow capture policies and participant opt-outs. For an impromptu meeting without calendar attendee information, external-only eligibility cannot be established; ad-hoc capture requires a policy that allows all meetings.
Change the spoken language
Use the extension’s language button to request a caption language change on the remote bot. A spinner badge appears while the request is pending. The bot’s recording status remains separate from this language operation.
The bot has one shared caption language for the meeting. Connected colleagues see the confirmed language and status; changing it does not change the caption language on their local browsers. Language suggestions require someone to accept them. Bigmind directs the suggestion to one connected user at a time rather than asking everyone at once.
Remove the notetaker
Open the Bigmind menu and choose Remove notetaker while the bot is recording or paused. The status changes to Bot is leaving. Removal ends capture for everyone using that shared bot, not just your browser.
Bigmind finishes the recording before completing the session. Wait for finalization before checking playback or inviting another bot.
After the meeting
Open the meeting in Bigmind to review its transcript, recording, and summary. Recording upload and summary processing can take time after capture ends. The Timeline shows bot preparation, joining, capture, and finishing activity, including available activity on a scheduled calendar event.