The Meeting Agent joins your video meetings, records the conversation, and turns it into a transcript and summary shortly after the meeting ends. The summary lands in your Sana inbox, and you can ask Sana anything about what was said — in one meeting or across all of them.
The agent joins the meeting as a participant, just like anyone else. It doesn't record your screen or your computer's audio, and nothing runs on your device. Instead, it records everything inside of the meeting; audio, video and shared screens from meeting participants. Everyone in the meeting can see the agent, and it announces that recording has started.
Supported calendar and meeting applications
The Meeting Agent works with meetings from your connected Google Calendar or Microsoft Outlook Calendar. If neither calendar connector is available, ask a workspace owner to enable one in the workspace settings.
If you have a calendar connector installed, the Meeting Agent can join and record Zoom, Google Meet, and Microsoft Teams meetings that appear in your calendars.
Set up instructions
To use the Meeting Agent in your workspace, it first has to be enabled by a workspace owner. Once it is enabled, each workspace member sets up their own Meeting Agent connection. The sections below first describe how workspace owners enable and configure the Meeting Agent, and then how members connect and choose which meetings it should join.
How workspace owners enable an Meeting Agent to the workspace
Enable the Meeting Agent for your workspace in the workspace settings.
Enable at least one calendar connector, Google Calendar or Microsoft Outlook, so workspace members can connect their calendars in the user settings.
Configure the agent in Workspace settings → Meeting Agent:
Name: the name of the agent as shown in meetings.
Allowed recording preferences: limit which automatic recording options members can choose.
Allowed sharing preferences: limit who recorded meetings can be shared with.
Note: Admins can restrict options, but never force them - None and Only me are always available, so members can't be made to record or share. Workspace audit logs record meeting data access, transcript access, recording scheduling, in-meeting commands, and settings changes. Admins can see audit events, but not the content of meetings they don't have access to.
How workspace members connect to the Meeting Agent
Prerequisite: Workspace members can only connect to Meeting Agent if the workspace owner has enabled it in the workspace, see instructions above.
Open Meeting Agent in the sidebar in Sana and select Get started.
Connect your calendar. This is how the agent finds your meetings.
Choose which meetings the agent should join and record automatically:
All meetings in my calendar
All meetings in my calendar and I have accepted
Only meetings I host
None - the agent only joins meetings you add it to yourself
That's it. Your upcoming meetings appear on the Meetings Agent page, where you can see which ones the agent will join - and add or remove it from any individual meeting.
Choose who can see your meetings
By default, meetings you record are private to you. You can choose to automatically share them with workspace members who were also included in the invite of the meeting event in your calendar, regardless if they requested to send an agent of their own.
To change this anytime, open Settings on the Meetings page:
Recording preference — which meetings the agent automatically joins.
Sharing preference — who can see meetings you record: Only me, or Workspace attendees.
Meetings are never shared with people who were not invited to the meeting event in your calendar.
Note: The owner of your workspace can limit which options are available. If they have, the unavailable choices appear disabled, with a note explaining that the options have been limited.
The agent in your meetings
The agent joins as a visible participant, using the name your workspace owner has chosen for it. If the meeting has a waiting room or lobby, someone needs to let the agent in — just like any other guest.
Once it's in, the agent posts a short introduction in the meeting chat explaining that it's recording. On Google Meet and Microsoft Teams, it also plays an audible "recording in progress" announcement. On Zoom, the built-in recording prompt notifies attendees, and the agent sends a direct message to anyone who joins late. Notification and consent rules vary by region, so it's your responsibility to notify attendees and obtain consent where required by law.
Anyone in the meeting can control the agent from the meeting chat:
Sana: pause to pause the recording but keep the agent in the meeting
Sana: resume to resume the recording
Sana: leave to remove the agent from the meeting
Sana: destroy to remove the agent from the meeting and irrevocably destroy all data gathered by the agent
Sana: who to list what meeting participants are using Sana
Sana: help to see everything the agent can do
Find and use your meeting notes
Shortly after a meeting ends, the summary arrives in your Sana inbox.
From there, everything the agent captured is at your fingertips:
Ask about a meeting — "Summarize the product sync from this morning and list any decisions."
Ask across meetings — "Which customers mentioned Jira integration in the last month?"
Put it to work — "Write a follow-up email for my call with Acme, based on what we discussed."
You'll also find every recorded meeting in the Past meetings list on the Meeting Agent page - search by title, check each meeting's status, and select a meeting to watch the recording.
Downloading meeting assets
Each recorded meeting produces three assets: a transcript, a summary, and the recording. All three can be downloaded, the transcript and summary as Word documents (.docx), the recording as a video file.
You can download the assets on the Meeting Agent page, both in the calendar event view by clicking on the event in the calendar and in the Recent meetings listing. Clicking the menu button in these locations will give you the option to download all 3 assets or pick individually. You will find the same menu button in the header of the meeting summary as well.
If an option is greyed out, the asset isn't ready yet. Hovering the option will provide you with an explanatory text.
Build your own agents that run after a meeting
Enabling the Meeting agent allows you to create your own agents that run automatically whenever a meeting is recorded. Just describe what you want in a new chat, for example:
"After every meeting I record, draft a follow-up email to the attendees with the key decisions and action items."
"After each customer call, log the objections and next steps in HubSpot."
"Whenever I have a 1:1, add the action items to my to-do list."
Sana will set up the agent with the Meeting recorded trigger for you. Each time your Meeting Agent finishes recording a meeting, the agent runs with access to the meeting's details and full transcript, and can use any of your connected tools to act on it.
The trigger runs for every recorded meeting. If you only want the agent to act on certain meetings, say so in your instructions — for example, "only if the meeting is with an external customer, otherwise do nothing."
Delete a recorded meeting
A recorded meeting can be deleted permanently, but not by one person alone. You request the deletion, and a workspace admin reviews it. When an admin approves, the meeting and everything derived from it — recording, transcript, summary, and metadata — are irrevocably deleted for everyone who could see it, not just for you.
How to request a deletion
Open the Past meetings list on the Meeting Agent page and find the meeting.
Select Delete from the actions on that meeting's row.
Enter a reason for deletion. This is required, and the reviewing admin sees it alongside your request.
Select Request deletion. You'll see a confirmation that the request was received, and the meeting stays available until an admin acts on it.
Note: A meeting can have only one request awaiting review at a time. If an admin declines your request, the meeting is left untouched and you can submit a new request for it.
How workspace admins review requests
Admins handle requests under Deletion requests in the workspace Meeting Agent settings, where requests are grouped into Pending requests and Handled requests. For each pending request an admin can see the meeting, who asked for it, and the reason given, and then either:
Approve — the meeting and all data related to it are permanently deleted for everyone. This cannot be undone.
Decline — the meeting is kept as it is, and the person who asked can submit a new request.
Troubleshooting
The agent never joined my meeting
Check that the meeting is in your connected calendar and has a valid meeting link — calendar events without one can't be recorded. If your recording preference is Only meetings I host or None, the agent won't join other meetings automatically; you can add it from the Meetings page. And if the meeting has a waiting room, the agent needs to be admitted before it can record. See the specific event in your calendar on the Meeting Agent page for more details.
The agent says the meeting required sign-in
Some meetings only let in people who are signed in to an account. The agent joins as a guest, so it gets turned away at the door. This is a setting on the meeting, and it belongs to whoever hosts it, not to you. If you host the meeting, you can usually change it yourself. If someone else hosts it, only they or their IT administrator can, so ask them, or host the meeting yourself so the agent can join. Here's where to find it on each platform:
Zoom: Only authenticated users can join meetings, under Security in your Zoom meeting settings. This is separate from the registration and authentication options in your Zoom profile, so it can still be on even when those are off. Meetings created before the change may keep the old setting, so re-create the invite if it keeps failing. If the toggle is grayed out, your Zoom administrator has locked it and only they can change it.
Microsoft Teams: in Meeting options, turn off Require unverified participants to verify their info before joining. If you don't see that option, your IT administrator has turned off anonymous join for your organization, and only they can allow it again.
Google Meet: in the host controls, set the meeting access type to Open or Trusted rather than Restricted, and make sure Anyone can ask to join, including people who dial in stays checked. With that box unchecked, Google turns away guests and third-party note-taking agents automatically, the host is never asked to admit them.
The agent joined, but there's no recording
On Zoom, only the meeting host can approve the agent's recording. If the host denied the prompt, or no host has joined — the organizer is absent, or the person running the meeting joined as a guest — the agent stays in the call without recording, and no other attendee can grant the permission. It posts a reminder in the meeting chat, and leaves on its own if nothing changes. Ask the host to join and approve the recording prompt. On recurring meetings, the organizer can name a Zoom alternative host — a licensed colleague on the same Zoom account — so someone else can start the meeting as host and approve it. The agent may also have been removed from the meeting. See the specific event on the Meeting Agent page for details.
My meeting isn't showing up yet
Transcripts and notes usually appear shortly after the meeting ends, but processing time can vary. If a meeting still hasn't appeared after a while, check its status in the Past meetings list — a failed recording shows why it failed.
I can't see a meeting a colleague recorded
You can see meetings you recorded, and meetings shared with workspace attendees — if you attended and the meeting platform recognized you as a participant. If the recording owner's sharing preference is Only me, only they can see it.
A meeting I asked to have deleted is still there
Requesting a deletion doesn't remove the meeting on its own — a workspace admin has to approve it first, and the meeting stays available until they do. If your request was declined, the meeting is kept and you can submit a new request for it.
Security & privacy
Your meeting data is not used to train AI models.
Meeting titles, transcripts, attendee details, and related data are encrypted at rest and in transit.
Sana stores the meeting recording together with the transcript, summary, and metadata, so you can watch recordings directly in Sana. Access to a recording follows the same rules as the rest of the meeting's data.
The agent is always visible in the meeting, announces itself, and never records without being present.
A recorded meeting is visible to the person who recorded it and — if their sharing preference allows — to workspace members who attended. Nobody else, including workspace admins.
Deleting a recorded meeting is permanent and requires workspace admin approval.
Recording consent
You're responsible for making sure everyone in a meeting is notified and, where the law requires it, has consented to being recorded and having their personal data processed. Consent and privacy rules regulations vary heavily by country, state, and region, which may need to be observed when hosting cross-border calls. When in doubt, ask your organization's legal or privacy team.
The Meeting Agent is built to make recording obvious, not hidden:
It joins as a visible participant with the name your workspace owner chose — it never records without being present.
It posts a short introduction in the meeting chat explaining that it's recording.
On Google Meet and Microsoft Teams, it plays an audible "recording in progress" announcement.
On Zoom, the platform's built-in recording prompt notifies attendees, and the agent sends a direct message to anyone who joins late.
Important note for phone (dial-in) participants: Automated chat messages and visual indicators are not visible to participants joining via a standard phone line. Furthermore, depending on when they join, they may miss the initial audible chime. If you have participants joining by phone, you may need to verbally announce that the meeting is being recorded where required by law.
If someone doesn't want to be recorded, anyone in the meeting can stop it at any time from the meeting chat:
Sana: pause to pause recording but keep the agent in the meeting
Sana: resume to resume recording
Sana: leave to remove the agent from the meeting
Sana: destroy to remove the agent from the meeting and irrevocably destroy all data gathered by the agent
If a meeting has already been recorded and someone asks for it to be removed, see Delete a recorded meeting above.
FAQs
Q: Does the Meeting Agent record my screen or computer audio?
A: No. The agent joins the meeting as a participant and records only the meeting itself. Nothing runs or is captured on your device. This means that the agent records the audio and video from participants in the meeting, plus any screens that are shared during the meeting.
Q: Will people know the meeting is being recorded?
A: Yes. The agent is visible in the meeting, introduces itself in the chat, and plays or posts a recording notification depending on the platform. It's still your responsibility to obtain consent where required by law.
Q: Can I stop the recording during a meeting?
A: Yes. Anyone in the meeting can remove the agent from the call, or type Sana: pause, Sana: resume, or Sana: leave in the meeting chat.
Q: Who can see my recorded meetings?
A: By default, only you. If you set your sharing preference to Workspace attendees, workspace members who were invited to the meeting can also see it. Meetings are never shared with people who didn't attend.
Q: Can I delete a meeting after it has been recorded?
A: Yes, but it needs workspace admin approval. Select Delete on the meeting in your Past meetings list, give a reason, and an admin reviews the request. Approved deletions are permanent and remove the meeting for everyone who could see it — see Delete a recorded meeting above.
Q: What happens if I decline a meeting invite?
A: With the All meetings in my calendar and have accepted preference, the agent skips meetings you've declined. With All meetings in my calendar, it joins meetings you're invited to regardless of your response.
Q: Does the agent join meetings I'm not attending?
A: It can — the agent goes by your calendar and your recording preference, not by whether you show up. Remove it from a meeting on the Meetings page if you don't want it there.
Q: How long until my notes are ready?
A: Usually shortly after the meeting ends. Processing time can vary with the length of the meeting.
Q: What languages are supported?
A: The Meeting Agent supports transcription in 35 languages: Bulgarian, Catalan, Chinese, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hebrew, Hindi, Hungarian, Indonesian, Italian, Japanese, Korean, Latvian, Lithuanian, Malay, Norwegian, Polish, Portuguese, Romanian, Russian, Slovak, Spanish, Swedish, Thai, Turkish, Ukrainian, and Vietnamese.