Overview
Rootly AI Meeting Scribe captures and preserves 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 AI 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.Once enabled, Rootly AI Meeting Scribe automatically joins incident bridges and captures transcripts and summaries.
Supported Platforms
Meeting Scribe supports the following virtual meeting platforms:- Zoom (optional auto-join support)
- Google Meet
- Webex
- Microsoft Teams
- GoToMeeting
Setup — Per Platform
Meeting Scribe piggybacks on your existing meeting-platform integration. Set up the platform first, then enable the scribe toggle. Each platform has its own quirks — the sections below cover what actually matters per platform.
Prefer the Rootly-generated meeting URL. When an incident starts, Rootly creates the meeting room and pins the link at the top of the incident’s Slack channel — the scribe is created automatically for that meeting.You can attach a different meeting URL to the incident later via the incident’s integration-links panel (see Updating incident integration links), and the scribe will attempt to join that one too. The Rootly-generated meeting is just the most reliable path — it’s the one your Slack channel already surfaces to responders, and it avoids ambiguity about which meeting the scribe is scoped to.
Zoom
1
Install the Zoom integration
Follow Zoom → Installation to connect your Zoom account via OAuth.
2
Enable transcript and summary
Go to Integrations → Zoom, then toggle on Meeting transcript and summary.
3
Turn on Auto-join bot (recommended)
In the same settings pane, enable Auto-join bot. When on, the scribe joins Zoom meetings without waiting for a host to admit it — the biggest single reason bots miss incident calls.
Google Meet
1
Install the Google Meet integration
Follow Google Meet → Installation. For production use, connect via a Google Cloud Service Account rather than personal OAuth — service accounts are stable across staff turnover and give the scribe reliable admission on organization-managed calls.
2
Enable transcript and summary
Go to Integrations → Google Meet, then toggle on Meeting transcript and summary.
3
Verify Google Workspace admin settings
A restrictive Meet safety policy in Google Workspace Admin can block the scribe from being admitted. See Google Meet Troubleshooting for the exact settings to check.
Microsoft Teams, Webex, GoToMeeting
Each platform’s integration page walks through the connection flow. Once connected, enable Meeting Scribe under Integrations → [platform] with Meeting transcript and summary.- Microsoft Teams — video meetings need the separate Microsoft Teams Meeting integration, not the main Teams integration. It’s a distinct OAuth connection with its own permissions.
- Webex
- GoToMeeting
Limitations & Bot Behavior
Real behaviors that come up during incidents. Knowing these ahead of time prevents “is this a bug?” questions mid-response.10 minutes
If the scribe is stuck in a waiting room (no one admits it), it leaves after 10 minutes. Reinvite it from the Meeting tab if this happens. Enable Auto-join bot on Zoom or use a Google service account on Meet to avoid the waiting room in the first place.
5 minutes
If the scribe joins successfully but no other participants show up, it leaves after 5 minutes. Useful to know if you’re testing — start the meeting before the bot is invited, or reinvite it once responders have joined.
up to 10 per platform
Each time the bot joins or rejoins, a new recording session is created. An incident can have up to ten sessions per platform. Useful when a bridge is interrupted or the bot has to rejoin after a disconnect.
If the meeting hasn’t started yet, the bot retries automatically for a short window before giving up. If the bot leaves for any other reason, it does not auto-rejoin — reinvite from the Meeting tab.
per team
Teams have a per-month meeting recording cap. Once exceeded, new meetings won’t be recorded until the cap resets or a Rootly admin raises the limit.
Personal OAuth connections for Google Meet work for quick setup but are tied to one user’s account. If that user leaves the organization or has their OAuth token expire, the scribe stops joining. Prefer a service account for production incident response.
The scribe joins the meeting URL attached to the incident — the Rootly-generated one is created automatically; you can also attach a different meeting URL later via the incident’s integration-links panel and the scribe will target that instead. Meeting URLs that aren’t attached to any incident aren’t picked up.
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
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
- Rootly AI 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
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:-
Bot creation
Rootly creates a Meeting Scribe bot scoped to the incident and team. -
Bot joins the meeting
The bot joins automatically or waits for admission, depending on platform and settings. -
Live transcription & recording
Real-time transcription is captured during the call, with speaker identification and word-level timing. -
Post-meeting analysis
After the meeting ends, the bot:- Generates a full transcript
- Produces a Rootly AI summary
- Applies automatic PII redaction
- Attaches recordings and artifacts to the incident
-
Incident integration
Meeting transcripts are included in Incident Summarization and Incident Catchup, ensuring meeting context is available across Rootly AI features.
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
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.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.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.Subprocessors
Meeting Scribe relies on the following third-party subprocessors to deliver recording, transcription, and analysis capabilities:All subprocessors are bound by data processing agreements. Data sent to subprocessors is used solely to provide Rootly services and is not used for model training.
Data flow
- 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).
- 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.
- 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.
- Storage — The redacted transcript and summary are stored in Rootly’s database. Video recordings are stored in Amazon S3 with encryption at rest.
- 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.
Automatic PII redaction
All transcripts are automatically processed through AssemblyAI’s PII redaction engine before storage. The following categories are redacted:View all 36 PII redaction categories
View all 36 PII redaction categories
- Account numbers
- Banking information
- Blood type
- Credit card CVV
- Credit card expiration
- Credit card numbers
- Dates
- Dates of birth
- Driver’s license numbers
- Drug references
- 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
- Person ages
- Person names
- Phone numbers
- Political affiliations
- Religions
- URLs
- US Social Security numbers
- Usernames
- Vehicle IDs
Data retention and deletion
Meeting data retention varies by storage location. Third-party subprocessors (AssemblyAI, OpenAI) do not retain data after processing. Recall.ai retains media indefinitely by default, with a configurable retention window. Rootly-managed storage (Amazon S3, database) retains data under your organization’s control until explicitly deleted. Rootly-managed storage
Third-party subprocessors
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
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.Best Practices
- Prefer the Rootly-generated meeting URL pinned in the incident Slack channel — it’s the most reliable path, though attaching a different meeting URL via the incident’s integration-links panel also works
- 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
Troubleshooting
For platform-specific issues (bot won’t join, admission problems, waiting-room behavior), see the dedicated troubleshooting 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.
Common Issues
The bot isn't joining the meeting
The bot isn't joining the meeting
Three things to check in order:
- Meeting URL is attached to the incident — the scribe joins the meeting URL attached to the incident. The pinned Rootly-generated link works out of the box; a manually-added URL only works if it’s been attached via Updating incident integration links.
- Toggle enabled — go to Integrations → [platform] and confirm Meeting transcript and summary is on.
- Admission — Zoom + Auto-join disabled or Google Meet without a service account both require a human to admit the bot. See the platform-specific troubleshooting pages linked above.
The bot joined but left before I did
The bot joined but left before I did
Two possibilities:
- Waiting-room timeout (10 minutes). No one admitted the scribe within 10 minutes and it left. Reinvite from the Meeting tab and admit it promptly, or enable Auto-join (Zoom) / use a service account (Google Meet) so admission isn’t required.
- Nobody-joined timeout (5 minutes). The bot got in but no responders joined within 5 minutes. Reinvite once your team is on the call.
No transcript or summary after the meeting
No transcript or summary after the meeting
Post-meeting processing takes a few minutes to complete after the call ends. Check the Meeting tab and refresh. If it’s been more than 10 minutes with nothing, confirm the bot actually recorded (there should be a Recording started event in the incident timeline).
Bot joins the wrong meeting
Bot joins the wrong meeting
You’re likely using a meeting URL that wasn’t generated by Rootly for this incident. The scribe is scoped to the Rootly-created meeting — reusing a personal meeting room or a manually-generated link won’t be tied to the incident. Start a fresh meeting from the incident’s Slack channel and reinvite the scribe.
Usage limit error
Usage limit error
Your team has exceeded its monthly meeting recording cap. Contact your Rootly admin to review usage or raise the limit.
Data retention questions
Data retention questions
Retention varies by storage location. Third-party subprocessors (AssemblyAI, OpenAI) don’t retain data after processing. Recall.ai retains media indefinitely by default. Rootly-managed storage retains data until explicitly deleted. See Data retention and deletion for the full breakdown.
How do I delete meeting data?
How do I delete meeting data?
Video recordings can be deleted from the Meeting tab or via API, and Recall.ai media can be deleted at any time. AssemblyAI and OpenAI don’t retain data after processing. Deleting a recording session in Rootly also removes associated transcripts and summaries.