AI notetaking has become widely adopted across the business world since 2023. In this Vega Monday Playbook, we’ll walk through our recommended, compliance-aligned approach for professionals in the financial services industry.

As of 2026, three platforms account for 70% of the virtual meeting market: Zoom (30%), Microsoft Teams (20%), and Google Meet (20%). If you meet with clients, colleagues, professional partners, or COIs online, you’re likely very familiar with these virtual meeting rooms.

Before Vega can generate your meeting notes, follow-up emails, tasks, contact updates, and other post-meeting outputs, it first needs a transcript of the conversation.

For virtual meetings, that starts with one important decision: how do you want the conversation to be captured?

There are three main approaches:

The first two approaches both work well with Vega, but they offer different experiences.

For most virtual meetings, we recommend using the Vega recording bot.

The bot joins your Zoom, Microsoft Teams, or Google Meet meeting as a participant and records the conversation directly for Vega.

There are several reasons we recommend this as the default approach.

When you use a meeting platform’s native recording, Vega may need to wait for that platform to finish processing the recording or transcript and make it available to Vega.

With the Vega recording bot, Vega hosts and processes the recording directly.

That means we can generally begin generating the transcript and post-meeting analysis faster after the meeting ends.

Platform recording permissions can depend on who created or hosts the meeting.

The Vega recording bot can join meetings whether or not you’re the host, which is particularly useful when a client, COI, or another professional sends you the meeting invitation.

The Vega recording bot appears as a participant in the meeting.

This provides a clear visual indication to everyone in the meeting that an AI notetaker is present and the conversation is being captured.

You can also customize the bot’s name from the Meetings tab in your Vega settings.

Using native platform recordings means Vega depends on the meeting platform to successfully record the meeting, generate the transcript, and make that transcript available to Vega.

Those requirements can also change. Microsoft, for example, recently introduced new administrator controls governing how third-party applications can access Teams transcripts. All firms running on Teams and using the Vega integration recently had to do some extra setup work.

Using the Vega recording bot reduces those dependencies because Vega captures the meeting directly rather than waiting for the meeting platform to programmatically share its transcript with us.

If your firm uses more than one meeting platform, the recording process can otherwise vary depending on where the meeting takes place.

Zoom has its own recording settings. Microsoft Teams has its own permissions and transcript requirements. Google Meet works differently again.

The Vega recording bot gives you one consistent recording workflow across all three platforms.

Whether today’s client meeting is on Zoom and tomorrow’s is on Microsoft Teams, Vega handles the recording the same way.

If you decide to use our recommended approach, you don’t need to manually schedule the Vega recording bot before every meeting.

From the Meetings tab in your Vega settings, you can enable automatic bot scheduling.

Vega will then automatically schedule the bot for upcoming meetings that contain a supported Zoom, Microsoft Teams, or Google Meet link.

You still remain in control on a meeting-by-meeting basis. You can skip the bot for an individual meeting or manually add or remove it when needed.

For the full setup and instructions, read our Help Center article: Bot recordings for virtual meetings.

The Vega recording bot is our recommended approach, but recording directly through Zoom, Microsoft Teams, or Google Meet is also fully supported.

For example:

If that workflow works better for you and your clients, you can continue using it.

The important distinction is that Vega then relies on your meeting platform to create the recording and transcript and make that information available to Vega.

If you prefer to use Microsoft Teams’ native recording and transcription functionality, Vega can retrieve supported Teams transcripts and use them to generate your post-meeting analysis.

Microsoft requires specific Teams and Microsoft 365 permissions to allow Vega to access those transcripts.

For the setup, recording requirements, and current Microsoft limitations, read our Help Center article: Microsoft Teams.

Vega can also retrieve and process recordings and transcripts generated through Zoom’s cloud recording functionality.

For the required Zoom settings and instructions for automatic or manual cloud recording, read our Help Center article: Zoom.

If you use Google Meet, you can use Google’s native recording and transcription functionality and allow Vega to process the resulting meeting.

For the complete setup and recording instructions, read our Help Center: Google Meet.

There is another way to capture virtual meetings: recording the audio coming directly through your computer.

We don’t recommend this approach for virtual meetings.

Your meeting platform and recording application can compete for access to your microphone or other audio sources. Device settings, headphones, microphone selection, operating-system permissions, and other factors can also affect what actually gets captured.

That creates more opportunities for part or all of a conversation to be missed.

For virtual meetings, using either the Vega recording bot or your meeting platform’s native recording functionality provides a more reliable and predictable workflow.

There isn’t one recording method that will be right for every meeting.

Our recommendation is:

Use the Vega recording bot as your default for virtual meetings.

It gives you a consistent experience across Zoom, Microsoft Teams, and Google Meet, reduces your dependency on each platform’s recording and transcript systems, works even when you’re not the host, and allows Vega to process your meetings directly.

When a client doesn’t want a bot in the meeting or you prefer your meeting platform’s native controls, platform recording is an excellent alternative.

And for virtual meetings, we recommend avoiding direct device-audio recording whenever possible.

Whichever of our two recommended approaches you choose, the objective is the same: reliably capture the conversation so Vega can take care of everything that comes next.