Meeting Recording FAQs

Frequently asked questions by customers setting up CustomerIQ

General FAQ

Is CustomerIQ (and the notetaker) secure? How do I respond to meeting participants who ask about data security?

Data security is our number one priority. Here is a helpful response you can send to any meeting participant concerned about CustomerIQ's data security practice.

Totally understand and appreciate your concerns around security - we take data protection seriously, and so does our AI assistant, CustomerIQ.

Just to clarify, the AI notetaker is used strictly for internal note-taking purposes, and your data is handled with enterprise-grade security. Here are a few key points that may help address your concerns:

• No Data Is Shared Publicly: Notes and transcripts are only visible to our team and are never shared externally.

• Enterprise-Grade Security: CustomerIQ is built with security and privacy in mind — using encrypted storage, SOC 2-compliant infrastructure, and rigorous access controls.

• Data Residency & Retention: Data is stored in the U.S. and can be deleted upon request. Only meetings we explicitly record are processed.

• No Training on Your Data: None of your data is used to train third-party models like OpenAI or other LLMs. It stays private and is only used to support our work with you.

If you'd still prefer not to use the AI assistant in our meetings, that’s completely fine - just let me know and we’ll turn it off for our calls.

And feel free to review our security practice here.

How do I adjust which meetings the assistant joins?

By default, the Meeting Assistant is set to automatically join any meeting with a web conference link. This includes Zoom, Google Meet, and Microsoft Teams.

In any meeting, you can simply remove the bot (or deny it entry) if you don't want it to record, but we also have a few settings:

Select which one is best for your use case.

Manually adding the assistant to meetings

Invite [email protected] to any meeting to have it join manually.

Note: Even when adding the assistant manually you need to connect your calendar. This is how CustomerIQ knows who the participants are and which CustomerIQ workspace to send the meeting transcription

Configure your meeting recap settings

Seconds after each meeting CustomerIQ will send a wonderful summary to your inbox or Slack. This is often helpful for every participant, so you should choose who it's sent to by default

First, head over to Settings > My Apps > Meeting Assistant

How long does it take for my assistant to join a meeting?

The assistant will attempt to join the meeting at the start time. This can sometimes take 10-15 seconds. If you do not see the meeting assistant in the meeting make sure to check the waiting room.

How can I add my assistant after a meeting starts?

Add your assistant to any meeting from the "Join my meeting" button on the home page

After submitting the required link and information in the modal, the assistant will join within about 10 seconds.

Google Meet FAQ

The assistant shows as in waiting room, but I don't see the pop-up?

If the Google Meet meeting is configured with "Host management" mode enabled, only the "Hosts" will see popups to let participants in from the waiting room.

If none of the Hosts are in the call yet, nobody will see a pop-up to let the bot in. Once the host joins, then the host will see the pop-up appear.

Participants whose email address is on the event invite are able to join with no host present, so other invited participants may join before the host and wonder why the bot is not joining.

Microsoft Teams FAQ

Joining Behavior

By default, Microsoft Teams bots will need to be let in from the lobby.