Why wasn't my meeting recorded?

If a meeting you expected Airspeed to record doesn't appear on your Calls page, it's usually for one of the reasons below. Each section explains what happened and what you can do about it.

1. The Airspeed Copilot wasn't set to join

The Copilot only joins meetings that your recording preferences and the Schedule page tell it to join.

Common causes:

• The recording toggle for the meeting was red on the Schedule page

• Your recording preferences (or your organization's defaults) don't cover this type of meeting, for example internal meetings

• The calendar event had no Zoom, Google Meet, Microsoft Teams, or Webex link, so the Copilot had nothing to join

What you can do:

• Check the meeting on the Schedule page. See The Schedule Page for how the recording toggle works.

• Review your preferences in Calendar Integration and your organization's defaults in Recording Preferences.

2. The recording is still processing

After the meeting ends, the Copilot leaves and Airspeed then processes the recording to produce the transcript, summary, and insights. This can take a little while, especially for longer meetings, so the call won't appear the moment the meeting ends.

What you can do:

• Give it some time, then check the Calls page again.

• If the call still hasn't appeared after a few hours, get in touch (see Still need help? below).

3. The Copilot left the meeting early

The Copilot leaves a meeting automatically when it looks like the meeting isn't happening or is over.

Common causes:

• No one joined within 20 minutes. If the Copilot joins and no one else arrives within 20 minutes, it leaves. The same applies if it waits in the lobby or waiting room for 20 minutes without being admitted.

• Everyone else left. The Copilot leaves within seconds once everyone else has left the meeting. So if you join early, admit the Copilot, and then leave before anyone else arrives, the Copilot leaves too. It won't rejoin by itself when you come back.

What you can do:

• Add the Copilot back: on the Schedule page, open the … menu on the meeting and click Send copilot, then admit it from the lobby. This option is available from 5 minutes before the meeting starts until its scheduled end time.

• Once you've admitted the Copilot, stay in the meeting until the other participants arrive.

4. Another notetaker kept the meeting open

If another notetaker bot is in the meeting, for example one your client uses, the two bots can keep the meeting "alive" after all the people have left. The Copilot will eventually time out and leave, but this can take a long time, and your call won't start processing until it does.

What you can do:

• When your meeting ends, remove the Copilot yourself. Processing starts as soon as it leaves. You can do this from the Schedule page:

  • Before the meeting's scheduled end time: open the … menu on the meeting and click Remove copilot.

  • After the scheduled end time: click View Details on the meeting, then Remove copilot.

• You can also remove it from the participant list in Zoom, Google Meet, or Microsoft Teams.

5. The meeting host's Microsoft Teams requires sign-in

Some organizations set up Microsoft Teams so that only signed-in users can join their meetings. The Copilot joins as a guest, so Teams blocks it and nothing is recorded. This usually happens when another organization, such as a prospect or customer, hosts the meeting. It isn't related to meeting passcodes.

What you can do:

• If you can, host the meeting from your own Microsoft Teams account instead.

• Ask the host whether their Teams admin can allow anonymous users to join meetings. This is the "Anonymous users can join a meeting" setting in the Teams admin center.

• If you recorded the meeting another way, you can upload it to Airspeed manually.

6. The meeting link changed at the last minute

The Copilot is scheduled using the meeting link on the calendar invite. If the link changes shortly before the meeting starts, the recording may not be connected to your meeting automatically.

What you can do:

• Contact us with the meeting details (see Still need help? below). We'll find the recording and restore it for you.

7. The calendar event was moved or reused during or after the meeting

The Copilot keeps each recording tied to its calendar event. If you move or reuse the event while the meeting is still in progress, or before the processed call appears in Airspeed, the recording gets detached from the event and never appears.

If the event moves while the meeting is in progress, the Copilot also leaves the call right away and follows the event to its new time. The part of the meeting before it left was recorded, but it won't show in Airspeed. This often happens when someone uses Reschedule on a Calendly (or similar) booking during the call to set up the follow-up meeting.

What you can do:

• Don't move or reuse a meeting's calendar event while the meeting is in progress, or before the processed call has appeared in Airspeed.

• To book a follow-up during a call, create a new booking or calendar invite instead of rescheduling the current one.

• Better still, create a brand-new calendar invite for each meeting instead of moving or reusing an old one. That keeps each recording tied to its own event.

• If this has already happened, contact us as soon as possible. We can usually find the part that was recorded and restore it, but only for a limited time after the meeting.

Still need help?

If you've checked the above and your meeting is still missing, please reach out to us at support@goairspeed.com with:

• The meeting title, date, and time (including your time zone)

• The meeting link

• The email address of the person whose calendar the meeting was on

We'll investigate and get it sorted for you.