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Find every Google Meet and Microsoft Teams recording, transcript, and summary in one place, and file the ones that need a home.
After a recorded call, your provider produces artifacts: a recording, a transcript, and sometimes an AI summary. The CRM discovers these automatically and tries to match each one to the right activity, contact, or deal. Matched artifacts show up in context on the record they belong to. Anything that could not be matched is kept as an orphan so nothing is ever silently lost, and surfaced for you to file in one tap.
Everything lives on the Recordings page in the sidebar. The sidebar item shows a count when there are recordings that still need linking and your role can file them. Without Calendar Edit no count appears (there is nothing in it you could act on), but the recordings you are allowed to see are still listed on this page, and your own unfiled ones still appear read-only in My Work. For transcripts, the CRM also pulls the actual text so you can read it in-app, without opening the provider.
- On the record. A matched recording appears in the Files section of the contact, company, deal, or project it belongs to, with a clear Recording, Transcript, or Summary chip. It also appears inside the activity it was linked to, under “Recordings & transcripts”.
- Recordings. The unified library and triage home. Open it from Recordings in the sidebar. Filter by All, Matched, Needs linking, or Archived; open any row to see details, link it, or set it aside.
- My Work. An orphan recording is something you need to act on, so it shows up in My Work under “Needs linking”. Each row names the file, which provider it came from, whether it is a recording, transcript, or summary, and the date it was Added (when the CRM pulled it in, which is not necessarily the day of the meeting); when a summary exists, a one-line lead says what the meeting was about. Use the Link to picker to file it against a person, company, or deal, or Dismiss to set it aside; either one clears the row, and the arrow icon opens the recording with the provider first if you need to check. A bulk dismiss appears in the lane header once more than one recording you can file is waiting, and it names how many it will clear. Without Calendar Edit the lane is still there: your own unfiled recordings are listed read-only and marked View only, rather than dropped. A recording that matched on its own is a notification only, never a to-do.
Google Meet and Microsoft Teams today, with the same triage experience for each. Zoom is coming soon.
Google Meet
Meet recordings, transcripts, and Meet smart notes are discovered from your Meet meeting history, and open in Google Drive, where Google keeps the files themselves. These are paid Google Workspace features (Business Standard or higher). A free personal Gmail account cannot start a Meet transcript or recording, so none will ever appear for that account.
Microsoft Teams
Teams meeting transcripts are read through Microsoft Graph. Because Microsoft gates this behind tenant-admin consent and a metered Graph permission, Teams transcripts require a one-time setup by your Microsoft administrator before they appear here. Until that is done, Teams meetings simply won’t surface transcripts; Google Meet is unaffected.
Zoom (coming soon)
Cloud recordings, VTT transcripts, and AI Companion summaries will be discovered once a Zoom cloud recording finishes. Zoom is not connectable yet: the card in Settings → Integrations shows it as coming soon, so no Zoom artifacts appear here today.
Open any transcript from the Recordings page (or from the activity it’s linked to). When the text has been pulled, choose Show full transcript to reveal the complete speaker-attributed text inline.
Transcript text is pulled automatically after your provider finishes processing the meeting, which can take a little while. If the text isn’t in yet, the panel says so; it appears on the next sync. Admins can turn off persisting transcript text for the whole organization under Settings → Integrations → Email → Data privacy: recordings still appear, but only as a link to the provider.
A recorded meeting ends
The CRM discovers the files
Each artifact is matched
Matched or orphan
A recording lands as an orphan when its meeting was not on the CRM calendar at sync time, or when none of the attendees matched a CRM person. Open it from the Recordings page or the My Work nudge:
- Link to a record. Switch the picker between People, Companies, and Deals, type at least two characters, and choose the record. The recording then appears on that record alongside everything else, and leaves the Needs linking list.
- Dismiss. Not every recording needs filing. The button reads Dismiss in both places, on the Recordings page and in My Work, and it never deletes anything: the recording moves to Archived, the CRM row and any saved transcript are kept, the file with your provider is untouched, and a confirmation offers Undo for a few seconds. Afterwards you can still bring it back with Restore on the Archived tab. In My Work the bulk button does the same for the rows on screen that are yours to clear, with one Undo for the batch. It reads Dismiss all only when that reaches everything the lane holds; whenever it cannot, because more are waiting than fit or because some on screen belong to other people, it names the count it will actually clear instead.
- Delete. Removes the recording from your CRM, along with any transcript text and AI summary saved with it, after a confirmation. The original file is not deleted and stays with the provider it came from. Unlike Dismiss, a delete has no Undo and nothing to restore: the CRM copy of the recording, its transcript text, and its AI summary are gone. Sync now looks back 30 days, so if the file is still with your provider it can be discovered again, but it returns as a brand new unfiled recording with no summary, not as a recovery of the one you deleted.
- Open in provider. Jump straight to the recording or transcript where your meeting tool stores it (Google Drive for Meet) to watch or read it.
Who can do these. Reading recordings and transcripts needs Calendar View. Everything that changes one, linking, dismissing, restoring, deleting, and Sync now, needs Calendar Edit. A role without it sees the list without those buttons rather than buttons that fail. Find action items is the one control that needs more than Calendar Edit: it also needs Tasks Create to add the tasks you accept, and Projects View for the project picker in its review step. A role missing any of the three does not see it, for the same reason: no button that would fail only after the AI pass had already run. Whose recordings each surface shows you is a separate question, answered in Who can see what below.
Filter tabs. All shows every discovered file. Matched shows files linked to any CRM record. Needs linking shows only the orphans. Once you link an orphan, it moves into Matched on the spot. Archived appears once you have set something aside, and holds those recordings until you restore one or delete it.
Two surfaces, two scopes: this page follows Calendar View, the My Work lane follows the narrower of Calendar View and Calendar Edit.
Reading a recording and changing one are gated separately, so the two places recordings appear are scoped separately too. The Recordings page follows your Calendar View scope: Own lists the recordings you own, All lists every recording in the organization. The Needs linking lane in My Work is narrower still: it lists whichever of your two calendar scopes, View or Edit, reaches less far. A row the lane shows you but your role cannot file is listed without its buttons and marked View only, so the lane never offers an action that would be refused. The practical case is the View Only role, which holds Calendar View across the organization and no Calendar Edit: it can open every recording on this page, and its My Work lane carries only its own, read-only.
On the Mine view of My Work the lane always shows your own recordings and nothing else, whatever your scope is. Only the Team view consults the scope to widen past you.
- Own covers the recordings you own, for both reading and changing.
- All covers every recording in the organization, for both.
- Team covers your teammates, with one wrinkle worth knowing before you have set up teams. With no teams configured there are no team boundaries to enforce, so the lists widen to the whole organization rather than collapsing to just you. The lists only. Reading a recording’s transcript text or its summary counts as reading the meeting itself rather than as seeing a row, so with Team scope in an organization that has no teams yet you can read the text of your own meetings only. Changing a recording never widens either: you can link, dismiss, restore, and delete only your own. Once teams exist, Team means your teammates throughout, and someone who belongs to no team is limited to their own.
Scopes are set per module on the role. See Roles & Permissions.
A recording is not appearing
Discovery can take up to 15 minutes after a meeting ends. Press Sync now in the Recordings page to pull immediately. If it still does not show, check that the provider is connected and auto-link is on in Settings → Integrations.
It is in Needs linking instead of on the record
That meeting was not on the CRM calendar, or none of its attendees matched a CRM person. Use the Link to picker to file it against a person, company, or deal; it will then appear on that record.
No Google Meet recordings ever appear
Meet transcription and recording are paid Google Workspace features. A free personal Gmail account cannot generate them, so no files will reach the CRM. Connect a Google Workspace account to use this with Meet.