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Inviting Metaview Scheduling FAQs

Scheduling FAQs

Upcoming conversations

How do I check if Metaview is expected to join my upcoming video conference call?

The best place to check to see if Metaview is expected to join an upcoming call is to look at your Upcoming conversations section on your Metaview home page. Metaview is not scheduled to join your video conference call if it's not there or if it has the "won't join" tag.

When Metaview is automatically scheduled by your ATS, Calendly or calendar, the notes@metaview.ai guest will not be added to your calendar event in Google Calendar or Outlook.

Consecutive meetings

How should I schedule Metaview for back-to-back calls that take place consecutively in the same video conference meeting room?

In most circumstances, Metaview will only leave a video conference call once all the participants have left the meeting room. However, this may cause issues if you schedule back-to-back calls in the same meeting room where, for example, a different interviewer joins every 30 minutes to speak to the same candidate.

To avoid overstaying and capturing more than one call at a time, when Metaview is invited to consecutive back-to-back calls, the Metaview Notetaker bot will leave at the scheduled end time for the first call, and promptly try to rejoin so the two calls are processed independently.

If Metaview is only invited to the first call in a series of back-to-back calls, there is a possibility that the bot will overstay if participants stay in the meeting room. We currently recommend the following approaches:

  • Manually removing the bot at the end of the first call. See instructions on how to do that for , , and .

  • Request enabling the Always leave at scheduled end time setting for your organization. Keep in mind that this setting would apply to all calls and calls that go over the scheduled duration may have some parts of the conversation missing in your notes. Please contact support@metaview.ai for details.

  • Schedule a short break between back-to-back calls where all participants briefly leave the video conference call.

How should I go about scheduling multi-hour meetings?

Although the Notetaker bot will stay on the video conference call for up to 5 hours as long as participants remain in the meeting room, we recommend segmenting your multi-hour meetings into 30 to 90-minute segments. This can be done by scheduling back-to-back calls (explained above), or manually adding and removing the bot throughout the day for additional flexibility. Once your day's meetings are captured, even though they will be processed separately, you will still be able to analyze them in aggregate using our new feature.

Third-party scheduling

How to schedule and access calls scheduled by 3rd party?

Metaview assigns ownership of meetings based on the organization of the event organizer/host. This means that if a 3rd party has scheduled one of your upcoming calls, Metaview will consider this their call and will not join if they don't have a valid Metaview account. Even if Metaview does join the call, you will not have to the call afterward.

Example: Person at company abc.com creates a calendar event with a Zoom meeting on behalf of their external recruiter at company xyz.com. The external recruiter then invites Metaview to the call. The call will be associated with the event organizer, not with the external recruiter.

If you want to invite Metaview to join calls that have been scheduled by a 3rd party, you can try the following approaches:

  • Invite the Notetaker bot at the start of the meeting using the option.

  • Record the video conference record using other means and upload the file to Metaview afterward using the feature.

  • Send an email request to support@metaview.ai to associate the 3rd party organization with your company account before adding Metaview to the calendar invite. Please note that the host organization will still get a post-call email notification and access to the call notes.

Some organizations have settings on their video conferencing meetings that require the meeting host to admit guests (like the Notetaker bot). If a 3rd party is the host of your , , or meeting, they may therefore still need to admit the bot even if you used the 3rd party scheduling approaches listed above.

How should I set up my account to schedule and access calls as an embedded recruiter?

When working as an embedded recruiter and you are given a client's email to use for your recruiting activities, we recommend that you set up a new Metaview account using the client's email. Unfortunately, we cannot currently merge accounts belonging to different organizations. You also cannot connect more than one calendar per account. Having separate emails for your clients will however simplify your scheduling and also ensure that data from each of your clients is segregated and managed according to their policies, including for data retention.

Recruiters that have a Pro subscription are eligible for complimentary licenses which can be used with any of their client emails and connect multiple calendars. Only one Pro user subscription can be used simultaneously across all your client engagements, even if you have three Metaview accounts under yourname@clientA.com, yourname@clientB.com, and yourname@clientC.com. Please contact support@metaview.ai for details and provide the emails you would like to use.

Recurring calendar events

Can I have Metaview join recurring meetings (e.g. weekly calls)?

Yes, Metaview can be invited manually or automatically scheduled to join recurring events. Please note however that at the moment recurring events will only show up shortly before they are about to start in your Upcoming conversations section on your Metaview homepage.

In-person meetings

Can I use Metaview for in-person meetings?

Yes, although Metaview is designed, and works best, for video conferences and phone calls, you can also use it for in-person meetings. To do so, you can either set up a video call on a laptop or conference room device, or record the meeting on your phone, and then upload the recording to Metaview to get your transcript and notes.

Customization options

Can I configure Metaview to only join or never join certain types of calls?

Yes, of course! We can help you customize the types of calls that Metaview joins or doesn't join by implementing rules based on how calls are scheduled in your ATS, Calendly or in your calendar. Please reach out to support@metaview.ai with your request along with some examples of recent or upcoming calls. For example:

  • "I want Metaview to automatically schedule calls only if the calendar event starts with 'screening call' in the title"

  • "I want Metaview to never automatically schedule calls that have the phrase 'internal meeting' in the event title"

Please reach out to support@metaview.ai if you have additional questions regarding scheduling calls with Metaview.