Rootly Meeting Scribe

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Overview

Rootly Meeting Scribe helps capture and preserve critical incident context that would otherwise live only in live bridge calls. When enabled, Meeting Scribe automatically joins incident bridge meetings to record, transcribe, and summarize discussions—making incident communication more accessible, auditable, and actionable. By continuously capturing meeting context, Rootly Meeting Scribe ensures responders who join late, stakeholders who weren’t on the call, and post-incident reviewers all have access to the same shared source of truth. Meeting Scribe supports Zoom, Google Meet, Webex, Microsoft Teams, and GoToMeeting, and integrates directly with Incident Summarization, Incident Catchup, and retrospectives.

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Supported Platforms

Meeting Scribe supports the following virtual meeting platforms:

• Zoom (optional auto-join support)
• Google Meet
• Webex
• Microsoft Teams
• GoToMeeting

Each platform must be integrated with Rootly before Meeting Scribe can be used.

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Configuration

To get started, integrate your meeting platform with Rootly. Refer to the integration documentation for platform-specific setup instructions. Once your meeting platform is integrated:

1. Navigate to Integrations and select your meeting platform
2. Toggle on Meeting transcript and summary
3. For Zoom, optionally enable Auto-join bot to allow the bot to join meetings without manual admission

When enabled, Meeting Scribe is automatically created when a meeting URL is added to an incident.

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During Incident Bridges

Once admitted to the incident bridge, Meeting Scribe immediately begins capturing the call. During the meeting, the bot will:

• Announce its presence to participants
• Begin live transcription in real time
• Record audio (and video when supported)
• Identify speakers in the transcript
• Stream transcription updates back to Rootly continuously
• Post Slack notifications to the incident channel when recording starts and when the transcript is ready

Live transcription is available during the meeting and is included in AI-powered features such as Incident Catchup. This allows new responders to quickly understand what has already been discussed without interrupting the bridge.

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After the Incident

After the meeting ends and the incident is resolved, Meeting Scribe processes the captured data and updates the incident with:

• Full meeting transcript with speaker labels
• AI-generated meeting summary highlighting key discussion points and decisions
• Optional video recording, when supported by the platform
• Automatic PII redaction, removing sensitive data such as emails, phone numbers, passwords, and personal identifiers

All artifacts are stored in the Meeting tab of the incident and are automatically incorporated into incident summaries, catchup responses, and retrospectives.

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How It Works

Meeting Scribe uses the Recall.ai platform to manage meeting participation, transcription, and post-meeting analysis. When a meeting URL is added to an incident:

1. Bot creation
   Rootly creates a Meeting Scribe bot scoped to the incident and team.
2. Bot joins the meeting
   The bot joins automatically or waits for admission, depending on platform and settings.
3. Live transcription & recording
   Real-time transcription is captured during the call, with speaker identification and word-level timing.
4. Post-meeting analysis
   After the meeting ends, the bot:
   • Generates a full transcript
   • Produces an AI-generated summary
   • Applies automatic PII redaction
   • Attaches recordings and artifacts to the incident
5. Incident integration
   Meeting transcripts are included in Incident Summarization and Incident Catchup, ensuring meeting context is available across Rootly AI features.

The bot may automatically retry joining meetings in certain scenarios (for example, if the meeting has not started yet or the bot is waiting to be admitted), with safeguards in place to prevent excessive retries.

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Recording Sessions

A single incident can have multiple recording sessions per platform—up to 10 sessions each. A recording session is created each time the bot joins or rejoins a call, which is distinct from the meeting itself. This is useful when:

• A bridge call is interrupted and the bot needs to rejoin
• The bot is removed and later reinvited to the same meeting
• The bot reconnects after a network disruption

Each session produces its own transcript, summary, and optional video recording. All sessions are displayed chronologically in the Meeting tab of the incident.

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Pause and resume

You can pause and resume a recording mid-call without ending the session. This is useful when sensitive topics arise that should not be captured. Pausing stops transcription and recording; resuming picks up where it left off within the same session.

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Reinviting the bot

If the bot leaves or is removed from a call, you can reinvite it from the Meeting tab. Reinviting creates a new session, preserving all prior session data.

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Privacy and Security

Meeting Scribe is built with strong privacy and security controls. Meeting data is used only to support your organization’s incident response workflows and is never shared across customers.

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Subprocessors

Meeting Scribe relies on the following third-party subprocessors to deliver recording, transcription, and analysis capabilities:

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Data flow

1. Recording — When a meeting starts, Rootly dispatches a bot via Recall.ai to join the call on the configured platform (Zoom, Google Meet, Microsoft Teams, Webex, or GoToMeeting).
2. Live transcription — During the call, the bot streams real-time transcription back to Rootly. Live transcripts are used by features like Incident Catchup to keep responders informed in real time.
3. Post-meeting analysis — After the meeting ends, the full recording is sent to AssemblyAI (through Recall.ai) for final transcription with automatic PII redaction, speaker labeling, and summarization. The PII-redacted transcript replaces the live version.
4. Storage — The redacted transcript and summary are stored in Rootly’s database. Video recordings are stored in Amazon S3 with encryption at rest.
5. AI analysis — Redacted transcripts feed into Rootly AI features such as Incident Summarization and Incident Catchup, processed via OpenAI under the same data privacy safeguards as all other Rootly AI features.

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Automatic PII redaction

All transcripts are automatically processed through AssemblyAI’s PII redaction engine before storage. The following categories are redacted:

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Data retention and deletion

• Video recordings — Stored in encrypted Amazon S3. Users can delete video files at any time while retaining the transcript. Deleted videos are removed from storage immediately.
• Transcripts and summaries — Stored in Rootly’s database, scoped to the incident and team. Deleted when the associated recording is removed.
• Recall.ai — Recording media at Recall.ai is subject to a configurable retention window. Once expired or explicitly deleted, data is permanently removed from Recall servers and cannot be recovered. See Recall.ai Storage and Playback for details.

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Security controls

• Encryption at rest for all stored transcripts, summaries, and video recordings
• Webhook signature verification (via Svix) ensures authenticity of all Recall.ai events
• Encrypted credential storage for all meeting platform OAuth tokens
• Incident- and team-scoped access — meeting data is only accessible within the associated incident and team
• Audit logging for credential changes and recording deletions
• No cross-customer data sharing — your meeting data is never used to improve results for other customers

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Usage Limits

Teams have monthly usage limits for meeting recording time. Usage is tracked automatically and applies across all supported platforms. If a usage limit is exceeded, the bot will not join new meetings until usage resets or limits are increased. Your Rootly admin can review usage and limits if this occurs.

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Best Practices

• Use the Rootly-generated meeting URL pinned in the incident Slack channel
• Enable auto-join for Zoom when possible
• Admit the bot promptly when it requests access
• Monitor the Meeting tab for bot status and artifacts
• Use Incident Catchup to onboard late responders efficiently

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Troubleshooting