Rootly AI Meeting Scribe

Overview

The bridge call is where incidents actually get solved, and the first place that context is lost. Meeting Scribe joins the bridge automatically and preserves the call as a live, searchable, speaker-labeled record attached to the incident. Late responders catch up from the live transcript instead of interrupting the call. Transcripts flow straight into AI Summaries and retrospectives. Supported platforms: Zoom, Google Meet, Microsoft Teams, Webex, and GoToMeeting.

What You Get

During the call, the scribe joins as Rootly Scribe in the participant list, announces itself, then provides:

Live transcription, streamed back to Rootly in real time with speaker identification
Audio recording, and video where the platform supports it
Slack notifications in the incident channel when recording starts and when the transcript is ready
Live context for catchup, so /rootly catchup already knows what the bridge discussed

After the call, the incident’s Scribe tab holds the full speaker-labeled transcript, a Rootly AI meeting summary of the key points and decisions, and the optional video recording. Every transcript is PII-redacted before storage across 36 categories, from credentials to personal identifiers. See Privacy and Security for the Scribe-specific handling boundaries.

The incident Scribe tab with the Rootly AI meeting summary and the speaker-labeled transcript

Setup

Meeting Scribe rides on your existing meeting-platform integration: connect the platform, then enable the scribe toggle.

Prefer the Rootly-generated meeting URL. When an incident starts, Rootly creates the meeting room and pins the link in the incident’s Slack channel; the scribe is created automatically for that meeting. You can also attach a different meeting URL to the incident and the scribe will target it, but the Rootly-generated link works with zero extra steps.

Zoom
Google Meet
Microsoft Teams
Webex
GoToMeeting

Install the Zoom Integration

Follow Zoom → Installation to connect your Zoom account via OAuth.

Enable Transcript and Summary

Go to Integrations → Zoom, then toggle on Meeting transcript and summary.

Turn on Auto-Join Bot (Recommended)

In the same settings pane, enable Auto-join bot. The scribe then joins without waiting for a host to admit it, so it never sits in a waiting room while the call starts without it.

Zoom-specific issues live at Zoom Meeting Scribe Troubleshooting.

Limits and Scribe Behavior

Behavior	Detail
Bot display name	The scribe appears as Rootly Scribe in the Zoom, Google Meet, and Microsoft Teams participant list. A bot already sitting in a live call keeps its previous name until the next session, and past recordings are not relabeled.
Waiting-room timeout	Unadmitted for 10 minutes, the scribe leaves. Re-invite it to start a new session. Zoom’s Auto-join bot avoids admission entirely.
Nobody-joined timeout	If no participants show up within 5 minutes of the scribe joining, it leaves. Re-invite it once responders are on the call.
Recording sessions	Each join or rejoin creates a new session, up to 10 per platform per incident.
Retries	If the meeting hasn’t started, the scribe retries for a short window. After leaving for any other reason it does not auto-rejoin, so you have to re-invite it.
Monthly usage cap	Each team has a monthly recording cap across all platforms. Once exceeded, the scribe skips new meetings until the cap resets or an admin raises it.
Google Meet credentials	Personal OAuth is tied to one user’s account and breaks when that user leaves or the token expires. Use a service account for production.
Meeting URL	The scribe joins the URL attached to the incident. URLs not attached to any incident are not picked up.

Recording Sessions

Sessions appear chronologically in the Scribe tab, each with its own transcript, summary, and optional video. Session numbers are per platform, so a Zoom bridge and a Google Meet bridge on the same incident each count from 1. Every session carries the same set of controls, available from the Scribe tab and from Slack:

Control	Effect
Pause	Stops capture without ending the session
Resume	Picks up in the same session, so the transcript stays continuous
Stop	Ends the session and sends the transcript for processing
Remove	Takes the scribe out of the call and ends the session

A recording session card in the Scribe tab showing Session 1 in progress, with the overflow menu open on Pause, Stop, and Remove — Session actions live behind the ... menu on the session card

Re-inviting the Scribe

The scribe does not rejoin on its own once it has left, so putting it back on the call is always a deliberate action. Every route below is held to the same permission: update on the incident, the same one that lets you edit the incident itself.

Ask @Rootly

The quickest route, and the one that works from wherever the conversation already is. Mention @Rootly in the incident channel and ask it to re-add the meeting scribe.

A responder asks @Rootly to hop back into the bridge, and Rootly AI replies that the meeting bot was re-added to the Google Meet call as session 6 and is joining shortly

Rootly AI works out which bridge you mean, confirms the platform, and names the new session number in its reply. That number tells you the rejoin landed and how much of that platform’s 10-session budget the incident has used. When the incident carries links for more than one platform and the choice is genuinely ambiguous, it asks which one you want rather than guessing.

This route needs Rootly AI in Slack enabled for your workspace, and it runs in the incident channel only. It can only do what you can do, so it is capped at your own Rootly permissions like every other Rootly AI action.

Other routes

Scribe tab
Slack button
API

Open the incident's Scribe tab

Each connected platform gets its own card with its own session list.

Press the invite button

It reads Invite Scribe before the first session for that platform and Start New Session after. Greyed out and reading Cannot Start Session means something is blocking the re-invite, covered in When re-invite is blocked.

Confirm

Rootly confirms that a new session will be created and that previous transcripts are preserved. The new session appears in the list and the scribe joins shortly after.

The incident Scribe tab with a Google Meet card, an Invite Scribe button in the top right, and a Join Meeting link — The Scribe tab before the first session on a Google Meet bridge

POST /v1/incidents/{incident_id}/meeting_recordings invites the scribe, and re-invites it as a new session when the incident already has recordings for that platform. It returns the meeting recording, including its session_number and status.

Linux

curl -H "Authorization: Bearer <YOUR_ROOTLY_API_TOKEN>" \
  -X POST "https://api.rootly.com/v1/incidents/<INCIDENT_ID>/meeting_recordings?platform=google_meet"

platform falls back to zoom when you leave it out, so send it explicitly on any incident that is not running a Zoom bridge. Accepted values are zoom, google_meet, microsoft_teams, and webex.

Retrying a session that captured nothing

Everything above starts a new session, numbered one higher than the last, with earlier transcripts left untouched. That is what re-invite means almost everywhere. There is a second, narrower behavior for a session that ended without recording anything, such as one that timed out in a waiting room or was refused recording permission. Retrying reuses that session instead of adding another, so a dead row does not sit in the session list forever. Find that session’s card in the Scribe tab and press its own Invite Scribe button. Sessions that did record show no such button. Over the API, the same thing is POST /v1/meeting_recordings/{id}/reinvite_bot, which is rejected if the session holds recording data, so it cannot overwrite a transcript.

Linux

curl -H "Authorization: Bearer <YOUR_ROOTLY_API_TOKEN>" \
  -X POST https://api.rootly.com/v1/meeting_recordings/<MEETING_RECORDING_ID>/reinvite_bot

When re-invite is blocked

What you see	What it means	What to do
Scribe is already in the call	A session is live or paused for that platform	One scribe per platform per incident at a time. Stop that session before starting another
All 10 sessions used	The incident hit the per-platform session cap	The cap is per incident and does not reset. Move to another platform’s bridge on the same incident, or to a new incident
No video call link	The incident carries no meeting link at all	Attach a meeting URL to the incident
The call link is not usable	A link is set, but it is not a valid URL	Fix the link on the incident, then re-invite
No link for that platform	You named a platform the incident has no link for	Use the platform the incident actually carries
More than one call link	Rootly cannot tell which bridge you mean	Name the platform when you ask, for example “re-add the scribe to the Zoom call”

An invite that never reached the recording service at all does not count against the 10-session cap, so a failed attempt does not cost you a session.

Multilingual Support

The scribe transcribes 20+ languages, auto-detecting the language spoken and producing the transcript in it. Your Rootly account team enables it for your workspace.

Privacy and Security

The short version:

Guarantee	Detail
Redacted before storage	Every transcript passes PII redaction across 36 categories before it is stored.
Scoped access	Meeting data is visible only within the associated incident and team, with audit logging on deletions.
No retention at AssemblyAI or OpenAI	Neither keeps data after processing. Recall.ai media retention is managed separately by Rootly.
You control deletion	Recordings and transcripts can be deleted from the Scribe tab at any time.

Processing and storage flow

Recall.ai joins the meeting and captures the audio and, where supported, video.
Recall.ai sends the audio to AssemblyAI with transcript PII redaction enabled. Rootly requests all 36 supported redaction categories before accepting the transcript for storage.
Rootly stores the redacted, speaker-labeled transcript with the incident. If video recording is enabled, Rootly also attaches a copy of the recording to the Scribe session. Rootly sends the redacted transcript through its managed model path to produce the meeting summary.
AssemblyAI and OpenAI don’t retain the data after processing. Recall.ai media follows a separate Rootly-managed retention setting; some teams are configured to delete that provider copy after transcript processing. Deleting the provider copy doesn’t remove the transcript or an attached recording already stored in Rootly.
Rootly doesn’t currently apply an automatic expiry to stored Meeting Scribe transcripts. Delete a transcript or recording from the Scribe tab when you no longer need it.

PII categories redacted before transcript storage

Rootly requests redaction for account numbers, banking information, blood types, credit-card verification values, credit-card expiration dates, credit-card numbers, dates, dates of birth, driver’s licenses, drugs, email addresses, events, gender and sexuality, healthcare numbers, injuries, IP addresses, languages, locations, medical conditions, medical processes, money amounts, nationalities, number sequences, occupations, organizations, passport numbers, passwords, ages, names, phone numbers, political affiliations, religions, URLs, US Social Security numbers, usernames, and vehicle IDs.

When Rootly AI uses an attached transcript as investigation or conversational context, the separate agent retention and processing boundaries apply. See Data Privacy for Rootly AI.

Troubleshooting

For platform-specific issues, start with the dedicated pages:

Zoom Troubleshooting

Auto-join, waiting rooms, host controls, and Zoom-specific failure modes.

Google Meet Troubleshooting

Service account setup, admin console settings, and admission failures.

The scribe isn't joining the meeting

Check in order: the meeting URL is attached to the incident (the pinned Rootly-generated link works out of the box; a manually added URL must be attached to the incident); Meeting transcript and summary is toggled on under Integrations → [platform]; and the scribe is being admitted. Zoom without Auto-join needs a human to admit it, and Google Meet Host management can hold it in the waiting room even with a service account.

The scribe joined but left before I did

One of the two timeouts fired. Either no one admitted the scribe within 10 minutes, or it got in and no responders joined within 5. Re-invite the scribe by whichever route is closest to hand, and enable Zoom Auto-join to prevent the first case.

No transcript or summary after the meeting

Post-meeting processing takes a few minutes. Check the Scribe tab and refresh. Past 10 minutes with nothing, confirm the scribe actually recorded: there should be a Recording started event in the incident timeline.

Scribe joins the wrong meeting

The incident is probably carrying a personal meeting room or a manually generated link. The scribe is scoped to the meeting attached to the incident. Start a fresh meeting from the incident’s Slack channel, then re-invite the scribe.

Usage limit error

Your team exceeded its monthly recording cap. Ask your Rootly admin to review usage or raise the limit.

Data Privacy for Rootly AI

How Rootly AI can use an attached transcript, including retention and processing boundaries.

AI Summaries

Where transcripts turn into summaries and catchups.

AI in Retrospectives

Bridge transcripts as retrospective source material.

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