Automatic bot scheduling
Vega can automatically schedule a bot for your meetings so you don't have to add one by hand each time.
This is controlled in the Meetings tab of your Vega settings.
Vega periodically checks your upcoming meetings and schedules a bot to join shortly before each one starts, as long as the meeting has a Zoom, Google Meet, or Microsoft Teams link.
If a meeting has no detected join link, Vega shows Bot: missing URL instead of scheduling automatically. You can always add the link manually to enable it for that meeting.
Opting a single meeting out
If auto-scheduling is on but you don't want a bot in a specific meeting, open that meeting's bot panel and select Skip auto-scheduling. The meeting's status will change to Bot skipped, and Vega won't add a bot to it automatically. You can still add one manually if you change your mind.
To bring a skipped meeting back under automatic scheduling, open the panel and select Re-enable auto-scheduling.
Scheduling the meeting bot manually
You can schedule the bot from any meeting on the meeting's detail page in Vega.
Open the meeting.
Click the bot status chip near the top of the page (for example, "No bot" or "Bot scheduled").
This opens the Meeting bot panel, where you can configure:
Meeting URL
If your calendar event is a Zoom, Google Meet, or Microsoft Teams meeting, this field is automatically populated with the meeting link.
For meetings without a detected link, or manually created meetings in Vega, the field is empty and required. You can paste any valid meeting link to continue.
Join immediately
A toggle that determines when the bot joins:
Off (default): The bot joins at a scheduled time you choose (see Join at below).
On: The bot joins as soon as you click Add bot.
Join at
Shown when Join immediately is off. By default, this matches the meeting's start time, but you can edit it if you'd like the bot to join earlier or later.
Note: The join time must be at least 15 minutes from now. If you need the bot in the meeting sooner than that, use Join immediately instead.
Important to know: The bot's recording overrides any platform recording.
Understanding the bot's status
The bot status chip on the meeting page reflects the current state at a glance:
Chip label | Meaning |
No bot | No bot has been scheduled for this meeting. |
Bot scheduled | A bot has been manually scheduled to join at a specific time. |
Bot joining [date] | The bot is scheduled and shows the exact date/time it will join. |
Bot auto-joining | Automatic scheduling is on for this meeting, and a bot will be added automatically before it starts. |
Bot skipped | Automatic scheduling is on, but this specific meeting has been opted out. |
Bot: missing URL | Auto-scheduling is on, but Vega couldn't detect a meeting link, so no bot can be sent yet. Add a URL manually to enable it. |
Removing or stopping the bot
Once scheduled, the bot joins the meeting at the configured time and stays until the meeting ends, or until you remove it.
To manually remove a scheduled or active bot:
Open the meeting in Vega.
Click the bot status chip to reopen the panel.
Select Remove bot.
You'll be asked to confirm: "Are you sure you want to remove the bot from this meeting? The bot will not join and no recording will be made." Once confirmed, the bot won't join (or will leave, if already in the call), and no recording is produced for that meeting.
Customizing meeting bot settings
Configure the bot's behavior from the Meeting tab of your Vega settings:
Bot name: Sets the name the bot displays as when it joins a call. If left blank, Vega uses a default of "First name's notetaker (Vega)" for example, "John's notetaker (Vega)."
Auto join meetings: "Bot automatically joins your scheduled meetings." Toggle this off if you'd rather add the bot manually every time.
What happens after the meeting
When the bot's recording is ready, Vega automatically:
Retrieves the recording and stores it securely.
Generates a transcript
Attaches the recording and transcript to the meeting record in Vega.
Kicks off meeting analysis to generate a summary of the conversation.
You can find the recording, transcript, and summary directly on the meeting's page once processing completes.
Joining behavior
The bot joins a meeting the same way any other participant does, so it's subject to that meeting's own platform settings:
If the meeting has a waiting room or requires host approval, the bot will need to be admitted just like any other guest.
If there's no waiting room or approval step, the bot joins directly.
Supported meeting platforms
The Vega meeting bot currently supports:
Zoom
Google Meet
Microsoft Teams