Introduction
The Sana Agents Notetaker is your AI-powered meeting assistant, designed to make every meeting more productive and insightful. It automatically transcribes, summarizes, records, and stores your discussions—so you can focus on the conversation while knowledge is captured, searchable, and ready for action.
Preparation and prerequisites
Before you set up the Notetaker, make sure you have:
Access to your meeting platform (Google Meet, Zoom, Microsoft Teams, or Webex).
The relevant calendar application connected to Sana Agents.
For the best Webex experience, a paid account with closed captions enabled.
Step-by-step set-up guide
1. Connect your meeting platform
Go to the Integration page or click Meetings in the sidebar.
Connect your calendar application (Google, Microsoft, etc.).
Authorize Sana Agents to access your meetings.
2. Choose which meetings the Notetaker should join
In the Meetings section, select which meetings you want the Notetaker to attend.
You can change these selections at any time.
3. Manually add the Notetaker to a meeting
Go to Meetings.
Click the three-dot menu.
Select "Add Meeting" and paste the meeting URL.
4. Decide Notetaker behavior
Choose when the Notetaker should join meetings.
As a user, select your preferred options.
As an owner, set which options are available for your workspace.
5. Select who receives the email summary
Users can choose their own preferences.
Owners can set organization-wide defaults.
6. Set meeting asset ownership (for owners)
Go to Workspace settings → Meetings.
Choose the default Sana meeting role for participants who are not calendar event organizers:
Owner: Full access.
Editor: Can edit notes and invite others, but not delete the meeting or remove the organizer.
Viewer: Can view notes, but not edit or invite.
None: No access to notes after the meeting.
Note: If a user does not have access to the underlying knowledge, they will not be able to access it through the Notetaker.
Troubleshooting
The Notetaker will not appear as an attendee in your calendar, but will join all meetings you’ve selected in Sana Agents—even if you’re late or absent.
The Notetaker joins meetings with Microsoft Teams, Zoom, or Google Meet options, as long as you’ve enabled it.
Best practices
Test in smaller meetings first: Try the Notetaker in informal or small meetings to get comfortable with its features and refine your workflow.
Use privacy settings for sensitive topics: Exclude the Notetaker from confidential discussions or adjust sharing settings to control access.
FAQ
Q: Is there a minimum length to create a recording?
A: There’s no time limit, but meetings must have at least 300 words to be processed.
Q: How do I get the full transcription of a meeting?
A: Go to Your Content → Meetings, find the meeting, click the three-dot menu, and select Download. You’ll get a zip file with the full transcript and recording.
Q: When will I receive my meeting summary?
A: Summaries are usually available within 10 minutes, but may occasionally take longer.
Q: Why did the Notetaker leave my meeting?
A: The Notetaker may leave if:
You type "Sana Agents: Leave"
It’s removed as a participant
Your workspace hits the free tier limit
There are 15 minutes of silence or inactivity
Only bots are present for 5 minutes
It’s in the waiting room for 10 minutes
No one joins for 10 minutes
Everyone leaves (waits 30 seconds before exiting)
It’s not granted recording permission (Zoom), leaves after 1 minute
For further questions or information about Sana Agents, please contact [email protected] via email or directly in the helpcenter chat.