This guide explains the underlying logic Meetric uses to determine which meetings the Notetaker will join and which user account will be assigned as the Owner of the resulting recording. This information is vital for administrators and for troubleshooting missing recordings.
Part 1: Meeting Join Rules (The Final Decision)
The decision to join a meeting is ultimately determined by the Bot Auto Join Setting assigned to the meeting's calculated owner. The Notetaker checks the following criteria:
Auto Join Settings | Rules Name | Criteria for Joining |
|---|---|---|
Default | Join external meetings when the user is the organizer | 1. A video call link (Zoom, Teams, Meet) must be present. 2. The meeting must have external participants. 3. The organizer is a Meetric user (or a passive/low-priority Meetric user). |
Auto Join 2 | Join all meetings with external participants | 1. A video call link (Zoom, Teams, Meet) must be present. 2. The meeting must have external participants. |
Auto Join 3 | Join all meetings | 1. A video call link (Zoom, Teams, Meet) must be present. |
Part 2: Meeting Ownership Calculation
When multiple Meetric users are invited, the system calculates which user's Bot Auto Join Setting applies. This process determines the Owner of the meeting and the resulting recording.
Prioritize High-Value Users: Meetric searches for a higher-priority invited user if the original organizer has a low-priority or passive status.
Transfer Ownership: Ownership is transferred to a higher-priority user if one is found (user must be non-passive, non-low-priority, and have auto_join set to 1).
Tie-Breaker: If multiple suitable users are found, the meeting is assigned to the user who received the first invitation.
No Transfer: If no higher-priority user is found, the original organizer remains as the meeting owner.
Part 3: Events That Will Not Be Joined (Hard Stops)
The Notetaker will not join any meeting if the event meets any of the following organizational or structural criteria, regardless of the Auto Join setting:
The organizer or primary owner does not have an active Meetric account.
The event is canceled by the organizer.
The event has no assigned organizer.
The event lacks a start or end time.
The event lacks a video call URL (Zoom, Teams, or Meet).
The event is a recurring meeting (Meetric only joins individual instances, not the entire series).
The only user from the account is marked as passive. (Note: If other non-passive users are present, ownership will be transferred.)