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: remove 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: 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.
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 joined, but there's no recording
The meeting host may have denied the recording permission — Zoom asks the host to approve it. The agent may also have been removed from the meeting, or nobody joined at all. See the specific event in your calendar on the Meeting Agent page for more 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.
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.
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: remove 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
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: 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.