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Annotated onboarding screen showing role-specific setup sections. Use this page to choose the meeting capture source Ergo should use for calls. The notetaker is the source for meeting transcripts, summaries, action items, CRM context, follow-up drafts, reporting, and later AI search.

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Who can use this

  • Standard users and admins configure the notetaker source for their own meetings.
  • Super admins can manage org-level Ergo Notetaker naming and image settings when those controls are available.
  • Spectators may see a shorter notetaker setup path and should follow the setup scope assigned by an admin.
  • Teams that already use another notetaker should decide whether Ergo should use the built-in bot, Ergo Desktop, Granola, or another supported source before rollout.

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Before you start

  • Connect the user’s Google or Microsoft calendar before enabling the built-in Ergo Notetaker.
  • Decide whether the meeting should use a visible meeting bot, local desktop recording, or an existing external notetaker source.
  • Choose a notetaker name that meeting hosts and attendees will recognize in the waiting room.
  • Review your team’s recording, consent, and disclosure policy before sending any notetaker into customer calls.
  • Avoid connecting multiple third-party notetakers for the same calls unless your setup owner has tested the duplicate-output behavior.

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Choose a capture source

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Ergo Notetaker

Use Ergo Notetaker when you want Ergo to join scheduled calendar meetings as a visible meeting participant.
  • Requires a connected Google or Microsoft calendar.
  • Uses the notetaker name shown in setup when the bot appears in the meeting.
  • Can use an org-level image when configured by someone with access.
  • Can send post-call summary emails, and can include a recording/transcript link when enabled.
  • Appears in upcoming-meeting controls so users can schedule, cancel, or check status for specific meetings.

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Ergo Desktop Notetaker

Use Ergo Desktop Notetaker when the user should record locally from the desktop app and no meeting bot should join the call.
  • Requires the Ergo Desktop app.
  • Uses local desktop capture instead of a visible meeting participant.
  • Has its own connection and recording controls.
  • May be better for bot-sensitive meetings, but should be tested with the user’s meeting platform, permissions, and normal workflow before relying on it.

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Supported external notetakers

Use an external notetaker source when your team already captures calls in another supported system and wants Ergo to ingest that meeting data.
  • Connect the source shown in Integrations.
  • Follow the source-specific setup method shown in Ergo, such as OAuth, API key, webhook, token, or setup instructions.
  • Confirm whether that source sends transcripts, recordings, action items, timestamps, or only some of those outputs.
  • Check for duplicate drafts, duplicate meeting records, or missing recording links before rolling the source out broadly.

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Set up Ergo Notetaker

  1. Open Integrations or the notetaker step in onboarding.
  2. Confirm Google or Microsoft calendar is connected.
  3. Select Ergo Notetaker.
  4. Set the notetaker name that should appear in meetings.
  5. Choose the transcription language option shown in the setup modal.
  6. Connect the notetaker.
  7. Review summary email settings, including whether summary emails should be sent and whether the email should include recording and transcript access.
  8. Check the dashboard or Meetings page for upcoming meetings that should have a scheduled notetaker.
Before an important external meeting, tell the host to admit the Ergo Notetaker if the meeting platform places it in a waiting room.

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Set up Ergo Desktop Notetaker

  1. Open Integrations and find Ergo Desktop Notetaker.
  2. Download and install the Ergo Desktop app if it is not already installed.
  3. Connect the desktop notetaker from the desktop app or from the integration controls shown in Ergo.
  4. Grant the operating-system permissions the app requests for recording.
  5. Start with one controlled meeting and confirm the recording appears in Ergo after processing.
  6. If desktop auto-recording is enabled for your workspace, test that detected meetings behave the way the user expects.
Desktop setup can affect scheduled meeting-bot behavior. After switching capture paths, recheck upcoming meetings so the user knows which source will capture each call.

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Test the first meeting

  • Use a real calendar event with the current meeting link.
  • Confirm the meeting appears in the dashboard or Meetings page.
  • If using the visible bot, confirm the host can admit it from the waiting room.
  • If using desktop recording, confirm the app is running and has the needed permissions.
  • After the meeting, check recording, transcript, summary, action items, and any downstream draft or CRM workflow separately.
  • If the meeting is live or ad hoc, use Add Bot to Meeting or the current manual capture path instead of waiting for calendar sync.

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What to expect

  • Calendar state, bot state, desktop recording state, and processing state are separate. A meeting can be scheduled while transcript, summary, drafts, or CRM updates are still pending.
  • A changed or rescheduled meeting can need a fresh link check, a specific occurrence check, or manual dispatch.
  • If multiple teammates from the same org attend a meeting, Ergo tries to prevent duplicate capture for supported paths, but you should still test your team’s source mix before rollout.
  • Third-party sources can differ in what they send to Ergo. Do not assume every source provides the same recording, timestamp, or transcript behavior as Ergo Notetaker.
  • Turning on a notetaker does not by itself complete CRM updates or drafts. CRM, email, templates, meeting eligibility, and source processing still need to be configured.

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Common issues

  • Connect is disabled for Ergo Notetaker: Connect Google or Microsoft calendar first.
  • The bot did not join: Check the specific calendar event, current meeting link, notetaker status, waiting-room admission, and whether the user canceled that occurrence.
  • The host removed or denied the bot: Use a desktop recording path when a visible bot is not appropriate, or ask the host to admit the bot before the meeting starts.
  • A rescheduled meeting was missed: Recheck the exact occurrence and meeting URL, then use Add Bot to Meeting for near-term or live meetings.
  • Duplicate drafts or records appear: Review whether Ergo Notetaker, Ergo Desktop, Granola, or another external notetaker captured the same call.
  • The recording appears but insights are missing: Check processing state and source eligibility before assuming the recording failed.
  • A third-party source is connected but recording links are missing: Confirm what that source sends to Ergo and whether recording links are part of the integration.
Last modified on June 8, 2026