Zoom

Metaview seamlessly captures meetings through Zoom. Just add Metaview as a participant to your Zoom meeting and we’ll automatically record, transcribe, and summarize everything. No changes to your existing workflow required.

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Joining Zoom calls

Metaview will join scheduled Zoom 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 participant in your Zoom.

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Allowing the Notetaker bot into the call

If your Zoom settings require meeting hosts to admit guests, the Notetaker will need to wait in the Zoom “waiting room” 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. Click Admit to allow the Notetaker to join your call and start capturing notes for you. Whoever is the meeting host on the Zoom call will need to admit the Notetaker bot within 15 minutes of the scheduled start time after which the Notetaker bot will kicked out of the Zoom waiting room.

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Ending your call

Metaview’s Notetaker bot will stay on the Zoom call until all participants have left, there is no audio for a 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 no one joins the call, Metaview will leave after 15 minutes from the scheduled start time.

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Invite Metaview to an ongoing Zoom call

If you are in a Zoom call and want to have Metaview join immediately, in the Participants tab, select invite and Copy invite link. See here for more details on where to paste the link: Inviting to an ongoing call.

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Removing the Notetaker bot before the end of the call

Meeting hosts can remove the bot directly from the meeting window or participants tab. Select the bot, click More and Remove. If you remove the bot at the very start of the call, Metaview will not process any notes. All Metaview interviewers and account admins can remove Metaview from an ongoing 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 then Metaview will not process the notes. Click Confirm and the bot will leave the Zoom call within 30 seconds.

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Minimize or hide the Notetaker

In Zoom, it’s possible to manage how participants appear on your own screen, but these settings are specific to Zoom and only affect what you see. For example, you can switch between Speaker View and Gallery View, pin a specific participant, or choose to hide non-video participants in your Zoom settings. If the Metaview bot has video disabled (or avatars are turned off in your workspace preferences), hiding non-video participants may reduce its on-screen presence for you. You can find Zoom’s official instructions on managing participant views here. It’s not however possible to completely hide or minimize the Metaview Notetaker bot for all participants in the meeting. Like any other attendee, the bot is a visible meeting participant. However, the meeting host controls whether the bot can join the meeting and can remove it from the call at any time.

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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 Zoom 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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Changing your Zoom settings

Consult Zoom support documentation for details on configuration and settings. If the Passcode is enabled, you need to provide Metaview with the full invite link or passcode in the calendar invite for Metaview to be able to join. Otherwise, you will see the following error message “The meeting password was incorrect” on your Metaview home page. If the Waiting Room is enabled, the meeting host will need to admit the Metaview Notetaker bot at the start of each call. If the bot is not allowed in to the meeting, you will see the following error message “The Metaview bot was not let into the interview” on your Metaview home page. If your Zoom settings are controlled by your IT administrator, you may need to contact them to make these changes. Please contact us if you have any questions.