Cinode Notetaker automates your meeting documentation. It joins your online meetings, records and transcribes the conversation, and uses AI to turn that transcript into a structured summary that is saved directly in Cinode, linked to the right customer, contact, or project.
There is nothing to operate once it is set up. Notetaker joins the meetings your calendar rules say it should, and the meeting note appears in Cinode on its own once the meeting ends and the recording has been processed.
Notetaker is a paid add-on integration. Contact your Customer Success Manager (CSM) to get access. Installing and configuring it for your company requires the Admin and Flows permissions in Cinode; connecting your own calendar afterwards only requires Flows.
What Notetaker does
Notetaker automates the full lifecycle of a meeting, from joining the call to filing a structured note in Cinode.
Joins and records automatically. Notetaker joins your online meetings (Google Meet and Microsoft Teams) based on your calendar and the rules you set, and records and transcribes the conversation with speaker labels.
Turns the transcript into a structured summary. AI analyses the transcript to identify the agenda, decisions, and open issues, and lists action items with an owner, a deadline, and a status.
Tracks the relationship over time. Where earlier meetings exist for the same customer or contact, the summary notes how the relationship is trending, not just what happened in this one call.
Files itself in the right place. The summary and the raw transcript are saved in Cinode against the matching customer, contact, or candidate, and can optionally be filed against a matching open project instead when an administrator turns that on.
Can update your CRM data. If an administrator has made specific customer or project fields editable, the AI can update them directly from what was discussed in the meeting.
Tags the colleagues involved. Cinode users mentioned in the summary are tagged the same way as anywhere else in Cinode, so they are notified.
Stays searchable in Cinode. Every note and transcript lives on the customer, contact, or project timeline, so you search, review, and manage them the same way as any other Cinode record.
When Notetaker joins and leaves a meeting
Knowing when Notetaker is present in a meeting helps you set expectations about what gets recorded and summarised.
When Notetaker joins
Once a user is connected, Notetaker joins only online meetings (Google Meet or Microsoft Teams) that match that user's calendar rules and that have a valid video meeting link in the calendar event. It does not join meetings created on the spot, since it needs some time to look up the event and its meeting link. If you do not want Notetaker in a particular meeting, decline the invitation sent to Notetaker's calendar identity.
When Notetaker leaves
Notetaker leaves a meeting and stops recording in any of these situations:
The meeting ends. When the call ends on the video platform, Notetaker stops recording, leaves, and then processes the recording and transcript before sending the summary to Cinode.
Notetaker is removed from the call. If the host removes it, it leaves immediately. Everything recorded up to that point is still processed and summarised.
Notetaker is not admitted. Notetaker joins as a guest in most meeting tools. If the meeting only allows organisation members and nobody admits it within around 10 minutes of its planned join time, the attempt times out and it leaves without ever having joined.
The meeting goes quiet. If there are several minutes of silence, inactivity, or no active participants, Notetaker leaves on its own.
The meeting is cancelled before it starts. If a calendar event with a scheduled Notetaker is cancelled, the Notetaker for that event is cancelled with it.
Note: After Notetaker leaves, it keeps working in the background to process the recording and generate the transcript and summary. The transcript and summary appear in Cinode once processing completes.
Secure and private by design
Notetaker is set up once at the company level, and the same protections apply to every meeting it records.
One company connection, least-privilege access. An administrator authorises a single Cinode connection during setup. Notetaker's AI only reads what it needs to analyse a meeting, and writes back only the meeting note itself plus, where an administrator has enabled it, new contacts, matched customer domains, or specific custom fields.
Notes stay inside normal Cinode permissions. Because every summary and transcript is filed on a customer, contact, project, or candidate record, access to it follows the same Cinode permissions as any other record on that entity.
Recordings are not kept indefinitely. The recording service deletes its own copy of the recording and transcript 14 days after the meeting. By default, Notetaker captures audio and a transcript only, not video. The summary and the transcript that Notetaker attaches to the Cinode record stay there as normal Cinode data. The audio is used to transcribe the meeting. After transcribing, the audio is discarded.
How to get started
Getting started has two parts: an administrator installs and configures Notetaker once for the whole company, and each employee who wants Notetaker in their meetings then connects their own calendar.
Good to know: Notetaker is billed by the started hour, so a 10-minute meeting is billed the same as a 55-minute one.
Step 1: Admin setup
Once Notetaker is enabled for your account, an administrator installs it from Cinode Flows: go to Flows > Integrations, find Notetaker, and click Add. The configuration wizard then walks you through the company-wide choices, including:
Custom instructions for the AI summary — optional, the default works well for typical meetings.
Whether to automatically create a Cinode contact for meeting participants who do not already have one.
Whether to match participants' email domains to existing customers automatically.
Whether meeting notes should be filed against a matching open project instead of only the customer.
Which customer or project fields, if any, the AI is allowed to update automatically.
Your company's main email domain, so Notetaker can tell when several of your colleagues are in the same meeting and only join once.
Saving the wizard deploys Notetaker for your whole company. See Cinode Flows for the general marketplace walkthrough.
Step 2: User-level configuration
Notetaker also needs configuration per user: the company-level setup connects Cinode to Notetaker, but each employee still needs to connect their own calendar before it will join their meetings. How you reach your own user-level configuration depends on your permissions — see the Configure your user-level settings section of Cinode Flows for the exact navigation.
Once you are on your Notetaker user-level configuration page:
Connect your calendar by signing in with your Google or Microsoft account when prompted.
Choose which calendar to watch, if your account has more than one.
Optionally, set event selection rules to limit which meetings Notetaker joins — for example, only external meetings, or only meetings you organise. Leave this empty to have Notetaker join all your matching meetings.
Save your configuration.
Once your calendar is connected, Notetaker automatically joins your qualifying meetings — there is no separate switch to turn on.
Get more with custom prompts and custom fields
Two of the company-wide settings from Step 1 work together to let you tailor Notetaker to your own process: a custom prompt to tell the AI what to look for, and editable custom fields to tell it where the answer belongs in Cinode.
Sales qualification, for example MEDDICC. Describe the framework in your custom prompt — for MEDDICC, that is Metrics, Economic Buyer, Decision Criteria, Decision Process, Identify Pain, Champion, Competition — and select the matching project fields in Editable Custom Fields. After each sales call, Notetaker scores the conversation against your prompt and updates them.
Customer health and renewal signals. Ask the AI to flag budget mentions, expansion interest, or churn risk in customer calls, and keep a customer health or renewal-risk field up to date automatically.
Delivery status meetings. For recurring project meetings, ask the AI to pull out blockers, risks, and the next milestone, and keep a project status field current between formal status reports.
Consistent meeting formats. Even without touching any field, a custom prompt can make every summary follow your own house style — for example, always calling out objections raised or competitors mentioned.
Notetaker only ever writes to the fields an administrator selects in Editable Custom Fields. Project fields also require Attach Meetings To Projects to be turned on, so a project can be identified. The built-in analysis already covers typical meetings well, so treat a custom prompt as an optional next step once Notetaker is running.
Frequently asked questions
Which meeting platforms and calendars does Notetaker support?
Notetaker joins meetings held in Google Meet or Microsoft Teams, and connects to either a Google or a Microsoft (Outlook/Microsoft 365) calendar to find them.
What happens with very short or silent meetings?
If a meeting has no meaningful conversation, or ends up with an empty or very short transcript, Notetaker skips creating a note for it. No event is added to Cinode for that meeting.
What language is the summary written in?
Notes are written in the language used on the organiser's side, not necessarily the language spoken most in the meeting.
What happens if a participant cannot be matched to a Cinode record?
The meeting note is still created. A participant without a matching customer, contact, or candidate record in Cinode is listed as plain text instead of a linked record.
How long are recordings kept?
The recording service keeps its own copy of the recording and transcript for 14 days and then deletes it. The summary and the transcript that Notetaker attaches to the Cinode record are not affected by that deletion — they stay in Cinode like any other record.
Can I stop Notetaker from joining certain meetings?
Yes. Decline its invitation to skip one meeting, or set event selection rules in your own user-level configuration to permanently exclude a category of meetings, such as internal-only meetings.
If several colleagues are in the same meeting, do several Notetakers join?
No, as long as your administrator has set your company's email domain during setup. With that in place, Notetaker recognises when multiple connected colleagues are in the same meeting and only joins once.