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Meeting Bot Admin Setup

Workspace admins complete this one-time configuration to let the Fabius meeting bot join Google Meet calls, capture high-quality recordings, and push them into the Fabius analysis pipeline.

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What the Meeting Bot Delivers

  • Automatic attendance: The bot joins any eligible Google Meet that belongs to a connected user with recording enabled.
  • Reliable capture: Audio/video is recorded through Fabius infrastructure and stored securely inside your tenant.
  • Analysis pipeline integration: Recordings immediately trigger transcripts, summaries, action items, and CRM syncs.
Looking for the end-user guide? Share the Meeting Bot user setup instructions with your team once you finish this page.

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Prerequisites

  • Workspace admin access to the Fabius app.
  • Meeting bot API key from your Fabius customer success contact.
  • Google Workspace with Google Meet enabled for the hosts you want covered.
  • Users ready to authenticate Google Calendar (covered in the user setup guide).

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Step 1: Configure the Meeting Bot

  1. Sign in to app.fabius.io with an admin-enabled account.
  2. Go to Settings → Recordings.
  3. If the bot is not configured yet, select Configure Recording Bot and paste the API key supplied by Fabius. This stores the credential in a secure secret that only your tenant can access.

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Step 2: Customize the Bot Profile

While still on the Settings → Recordings page, tailor the bot to your brand and meeting cadence:
  • Bot name: This text shows in the Google Meet participant list (default: <Your Company> Notetaker).
  • Bot image URL (optional): Provide a publicly reachable avatar if you want a custom profile photo.
  • Waiting Room Timeout (seconds): How long the bot waits in a lobby before giving up.
  • No One Joined Timeout (seconds): When no attendees arrive by the scheduled start, the bot leaves quietly.
  • Everyone Left Timeout (seconds): How long the bot lingers after the final human departs.
  • Inactivity Timeout (seconds): How long the bot stays when a meeting goes silent.
Click Edit, adjust any values, and press Save. You can revisit this screen at any time to rebrand the bot or fine-tune the leave behavior.

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Step 3: Manage Recording Access

From the same page you can toggle recording for each teammate:
  1. Locate the user in the Record Meetings? table.
  2. Flip the switch to on for anyone who should have the bot cover their meetings.
Admins can turn recording off later if an employee no longer needs coverage or leaves the organization.

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Ongoing Admin Tasks

  • Monitor credentials: If Google prompts for re-authentication or the API key needs to rotate, update the configuration immediately.
  • Adjust timeouts: Revisit the settings whenever users report the bot exiting too soon or lingering too long.
  • Review usage: The Settings → Recordings table makes it easy to confirm who currently has recording enabled.

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Troubleshooting (Admin View)

  • “I can’t see the Recording Settings page.” Only admins have access. Confirm your role under Settings → Users or ask another admin to promote you.
  • “Meetings aren’t being recorded.”
    • Verify the user connected Google Calendar and enabled the recording toggle.
    • Confirm the calendar event includes a Google Meet link and lives on the user’s primary calendar.
    • Ensure the meeting was still upcoming when the scheduler checked (about five minutes before start time).
  • “The bot left too quickly.” Increase the relevant timeout (Everyone Left or Inactivity) and save the new values.
  • “Google requested new permissions.” Have the affected user reauthenticate from the Google Calendar integration card; the admin configuration does not need to change.

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Next Step

Share the user setup guide with your team so each person can connect Google Calendar and enable recording for themselves.