Webex

Metaview seamlessly captures meetings through Webex. Just add Metaview as a participant to your Webex video call and we will automatically record, transcribe, and summarize everything. No changes to your existing workflow required.

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Joining Webex calls

Metaview will join scheduled Webex calls autonomously up to 2 minutes prior to the scheduled start time. You will know that Metaview Notetaker is capturing notes for you when it appears as a guest in your Webex meeting. Metaview is only capturing notes if it appears as a participant.

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Allowing the Notetaker bot into the call

If your Webex settings require meeting hosts to admit guests, the Notetaker will need to wait in the “lobby” and will send this request notification to the meeting host. Metaview will not capture any notes for you until it has been admitted into the meeting. Whoever is the meeting host on the Webex call will need to admit the Notetaker bot within 5 minutes of the scheduled start time after which the Notetaker bot will kicked out of the Webex lobby. Open the participants tab and click Let in to have the Notetaker bot join your call.

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Ending your call

Metaview’s Notetaker bot will stay on the Webex call until all participants have left, there is no audio for an extended period of time, or if the meeting is ended by the host. Your notes will be ready on your Metaview account within 5 minutes of the bot leaving the call. If a meeting starts late — even if people have joined but are still muted — Metaview will leave after 5 minutes if no audio is detected. It assumes the meeting isn’t taking place.

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Minimize or hide the Notetaker

Webex provides controls that let you customize how participants appear on your own screen, such as changing layouts or focusing on specific speakers. These options are managed through Webex settings and only affect your personal view of the meeting. Cisco’s Webex documentation on changing meeting layouts and views is available here. It’s not possible to hide or minimize the Metaview bot participant for all attendees at once. As with any meeting participant, the bot is visible to everyone. The meeting organizer or host can control whether the bot joins the meeting and can remove it if needed. Keeping the bot visible helps support transparency and compliance. It helps participants understand that the meeting is being captured and by whom. Solutions that record or transcribe meetings without a visible participant may give the impression that this reduces distractions. However, the visible bot serves an important purpose: it acts as a clear reminder that recording or transcription is actively taking place. Metaview has helped thousands of customers record talent conversations compliantly for more than five years. In our experience, participants generally appreciate clear notice when a conversation is being recorded or transcribed. In some cases, a participant may object. That is legitimate and may reflect a right under applicable privacy laws, an internal policy requirement, or simply a reasonable participant expectation. For this reason, we recommend informing participants and candidates in advance that Notetaker may be used during their upcoming call. If a participant objects, the bot can be disabled before the call begins.

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Customizing the bot’s appearance

Metaview shows up as a guest participant labeled as “[your company name]‘s Metaview Notetaker” on your Webex meetings. Admins can adjust the name of the Notetaker via the Workspace Settings under Bot name. Organizations on our Enterprise plan can customize this by adding your logo as shown below, please submit your request here or have your account admin submit a logo to your customer success manager with the following specifications:

• SVG or PNG format
• Minimum 400px width
• Logo background must be transparent

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Removing the Notetaker bot before the end of the call

Call participants can easily remove Notetaker bot from an ongoing Webex call. Meeting hosts can remove the bot directly from the meeting screen. Select the bot, click ... (3 dots) and select Expel. If you remove the bot at the very start of the call, Metaview will not process any notes. Metaview interviewers and account admins can also remove Metaview from an ongoing video conference call from their Metaview account home page. To do so, go to section “Completed interviews”, click ⋮ (3 dots) of the ongoing call and select the Remove bot option. If you remove the bot at the start of the call, Metaview will not process the notes. Click Confirm and the bot will leave the Webex call within 30 seconds. Please contact us if you have any questions.