Introduction

Meeting ownership and access in Sana Agents Notetaker are designed to give you clarity, control, and confidence over your meeting content. Understanding how ownership, access, and recap settings work ensures your meeting notes are shared only with the right people—empowering your team while protecting sensitive information.

How the Notetaker works

Once enabled, the Sana Notetaker integrates with your calendar and joins scheduled meetings as an external guest. It notifies participants via a chat message about its presence and the recording, ensuring transparency and consent.

The Notetaker provides:

Meeting recording: An audio or video recording of the meeting, providing a complete record for future playback.
Meeting summary: A concise overview of the main topics discussed and decisions made, helping to keep everyone aligned.
AI-generated transcript: A detailed, word-for-word account of the meeting, allowing for thorough review and reference.
Action points: Key tasks and responsibilities assigned during the meeting, ensuring clarity on the next steps.
The possibility to ask questions to the transcript: Enables users to query the transcript for specific information, making it easy to extract and locate important details shared during the session.

Key information

Understanding key concepts

Meeting organizer: The person who created the calendar event.
Meeting owner in Sana: The user(s) in Sana who can manage access and delete meetings.
Participant ownership settings: Define which users get access to the meeting asset in Sana.
Recap settings: Determine who receives a meeting summary, based on Sana roles.

How ownership is determined

When a meeting is created in Sana from a calendar event, the organizer is assigned as the owner.
If the organizer doesn’t have a Sana account, all participating Sana users become owners.
This ensures every meeting has an owner to manage access and deletion.

Partners with strict access policies should ensure the organizer has an active Sana account to avoid unintended ownership distribution.

Access control

Owners control access to meeting content.
Workspace-level participant ownership settings define defaults, but owners can override them per meeting.

How-to / guidance

Notetaker behavior and configuration

Joining logic

The Notetaker can join meetings based on settings like "Join when invited" or "Join all meetings."
It requires a conference link (Zoom, Meet, etc.) in the calendar invite, added before the meeting starts.
The Notetaker does not require all participants to accept the invite to join.

Zoom-specific notes

Zoom requires the meeting owner to admit the Notetaker.
If the owner is absent or does not grant permission, the Notetaker waits a few minutes and then leaves (timeout ~20 minutes).
The Notetaker cannot record without explicit Zoom permission.

Workspace and email settings

All users should be signed in to Sana using their company domain email (e.g., @acme.com).
Issues often arise from using personal or incorrect workspace domains.
For a clean configuration, disconnect and reconnect the Notetaker via the Integrations tab in your Sana settings.

Setting joining alternatives

You can set the default behavior for when the Notetaker should automatically join meetings. Owners configure workspace defaults and available alternatives; users select from those options.

Setting	Behavior
Join all meetings	Joins all meetings.
Join all accepted meetings	Joins meetings the user has accepted in their calendar.
Join meetings I organize	Joins meetings where the user is the organizer.
Join internal meetings	Joins meetings with only internal participants.
Join external meetings	Joins meetings with at least one external participant.
Join when invited	Does not join any meeting by default.

Set recording behavior

Control how the Notetaker handles recording when joining meetings. Owners can configure this under Workspace settings → Meetings. If set to off, any meeting participant must start the Notetaker with the command Sana agents: resume in the meeting chat.

Set custom vocabulary

You can set up specific vocabulary terms for the Notetaker to recognize in transcripts, ensuring accuracy for your organization’s unique language.

Meeting summary distribution

Recap settings explained

Setting	Who receives summaries
Send to all	Everyone who participated in the meeting, regardless of workspace membership.
Send to all team members	All participants that are team members in the current workspace where the user connected their calendar.
Send to owners	Only the meeting owners in Sana.

Detailed scenarios for "Send to owners":

You’re the only user with a Sana account → Only you receive the recap.
You are the organizer and have a Sana account → Only you receive the recap.
You are not the organizer, and the organizer has a Sana account → Only the organizer receives the recap.
You are not the organizer, and the organizer does not have a Sana account → All participating Sana users become owners and receive the recap.

Conflicts between settings

When multiple participants from the same workspace join with different recap settings, Sana applies the broadest setting:

If anyone selects "Send to all," this takes precedence.
If no one selects "All," but someone selects "Team members," that setting applies.
Only if all select "Send to owners" will the recap be restricted to owners.

Workspace recap settings

Workspace owners can enforce recap settings at the organizational level, overriding personal preferences. This helps standardize privacy and access policies across all meetings.

Impact or use cases

Privacy and security tips

Use "Send to owners" for sensitive meetings.
Always verify the meeting organizer has a Sana account to prevent unintended data distribution.
Consider disabling the Notetaker in highly confidential calls.

Disabling the Notetaker for specific meetings

Remove the Notetaker from the calendar invite before the meeting.
In the meeting chat (e.g., Zoom), type: Sana Agents: Leave to remove it live.
From the Sana dashboard, go to "Meetings" or "AI Notetaker" and click "Remove Notetaker" on the event.

These actions stop the agent from recording or summarizing that session.

Enhancing recap detail

After the meeting, interact with the meeting chat in Sana to ask for more detail, e.g.,
- 'Can you provide more detail on the next steps?'
- Or: 'What challenges were discussed in detail?'

You can also create tasks during the meeting to instruct the Notetaker to generate detailed follow-ups or summaries.

Best practice: Use a task like "Create a granular outline of all action items discussed" to improve recap clarity.

FAQ

How do I control the Notetaker in meetings?
Use commands in the chat during your meetings. See Notetaker Commands for details.
How can I set it so that the summary only sends to me?
Choose "Send to owners" in your recap settings.
- If you’re the only owner, only you receive it.
- If the organizer lacks a Sana account, all Sana users in the meeting become owners and receive the recap.
- If any participant uses a broader setting, that setting will override yours.
What happens when the Notetaker joins a meeting where the organizer does not have an activated Sana account?
All participating Sana users automatically become owners. Recaps are sent to all of them regardless of individual recap preferences.
Why did everyone get a recap even when I set it to "Owners only"?
Possible reasons:
- The meeting organizer had no Sana account.
- Another participant used "Send to all."
- Workspace settings enforced broader distribution.
How do I avoid multiple Notetakers joining the same meeting?
Only connect your account to the Sana workspace most relevant to your work and meetings. If you’re part of multiple organizations, coordinate internally to decide which single workspace should be connected for Notetaker purposes. This prevents overlapping Notetakers and ensures clarity for participants.

Support

For further questions or information about Sana Agents, please contact [email protected] via email.