Transcription rules
When auto-transcribe is on, your assistant joins two kinds of meetings on its own: meetings with a partner or a referred client, and one-off video calls with anyone outside your company. It skips repeating meetings where nobody is a partner, and meetings where everyone else is from your own company. Your assistant captures audio only and never records video.
You can change any of that. From a meeting's row on the Meetings page you can tell your assistant to always or never transcribe meetings with a person. In Settings you can add rules that skip meetings by title, email or domain, or partner.
Where to find it
Where to find it: Settings → Meeting Settings → the Transcription rules panel. Click it to expand.
The people you always or never transcribe are listed first, each marked Always or Never. Your other rules come after them.
If you don't see any meetings, transcription may be turned off in your settings. Open Settings → Integrations → Meeting Transcription and flip Enable Meeting Transcription to on (it also needs a connected calendar).
Always or never transcribe a person
Where to find it: Sidebar → Meetings → the Upcoming tab → the Will transcribe or Skipped pill on a meeting's row.
Click the pill and pick Always transcribe meetings with or Never transcribe meetings with, then the person's name. That choice applies to every meeting with them from then on, not just this one.
- Never wins. If one person on a call is set to Never and another to Always, the meeting is skipped.
- The pill then says why, for example Skipped · never with Dana Whitfield.
- To undo it, click the pill and pick Stop never transcribing (or Stop always transcribing) and their name, or delete the person from the Transcription rules panel.
When you skip a single meeting with one person on it, the confirmation offers a Never with button too. Click it if you never want meetings with that person transcribed.
What a rule is
A rule you add in Settings is one condition that, when matched, skips transcription. Three rule types are supported:
- Meeting title contains keyword. Case-insensitive substring match on the meeting title. A keyword of
internalskips any meeting with the word "internal" anywhere in the title. - Attendee email or domain. Either an exact email match against any attendee or organizer, or an
@domain.comsuffix that matches any attendee from that domain. A pattern of@opposing.comskips meetings where anyone fromopposing.comis invited. - Specific partner. Skips any meeting where this partner is matched as an attendee. Pick the partner from a dropdown of your existing network.
A rule that's switched off doesn't apply, even if it would otherwise match. You can toggle a rule off without deleting it, useful when you want to skip transcription for a partner this week but plan to transcribe next week.
Add a rule
Where to find it: Transcription rules panel → Add rule button.
The form is short. Pick the rule type, enter the pattern, and optionally label and annotate it.
- Click Add rule at the bottom of the panel.
- Pick a rule type from the Rule type dropdown.
- Enter the pattern in the field below it. For title-keyword and email-domain rules, this is a free-text input. For partner rules, it's a dropdown of your existing partners.
- Optionally fill in Label (the human-readable name for this rule, defaults to a generated label) and Note (a one-liner reminding future-you why you set this up).
- Click Add rule to save.
The new rule appears in the panel above the form, switched on by default.
Add a note to every rule. Six months from now you'll forget why a rule exists, and a one-line Note like "Internal team standups, no need to record" saves you from second-guessing whether to delete it.
Edit or disable a rule
Where to find it: Transcription rules panel → row for the rule.
Each rule row has:
- Switch on the left. Toggle off to disable the rule without deleting. Toggle on to bring it back.
- Label in bold, with the rule description below in smaller text.
- Note below the description if you set one.
- Trash button on the right. Permanently deletes the rule.
If you want to change a rule's pattern (the keyword, the domain, the partner), delete it and add a new one. There's no in-place edit for the pattern.
Disabling beats deleting. If you're not sure whether you'll want this rule again, switch it off and leave the row. Deletion is final.
Override a rule on a single meeting
Where to find it: Sidebar → Meetings → the Upcoming tab. Each meeting row has a transcription pill.
Rules apply by default, but the per-meeting toggle lets you flip the decision for one meeting only. This is the right tool when a partner has a "skip" rule but you want this one specific call transcribed (or vice versa).
The pill on each meeting row shows the current decision, Will transcribe or Skipped, plus the reason in muted text. Click it to open a small menu: Transcribe this meeting, Don't transcribe this meeting, or Back to my usual settings to clear your choice. For a repeating meeting, Transcribe offers Just this one or Every meeting in this series, and Don't transcribe offers Just this one or None in this series.
A choice for one meeting or one series beats a rule for a person, so you can still transcribe one call with someone you set to Never.
If you find yourself overriding the same rule three or four times, the rule is probably wrong. Open the panel and rebuild the rule with a more precise pattern, or delete it.
Get more out of your assistant
The two fields that decide whether a rule applies are the meeting title (set by whoever scheduled the meeting) and the attendee list (everyone on the invite). If you find rules aren't matching when you expect:
- Title rules are case-insensitive but otherwise exact. A rule matching
internalwon't match a meeting titledIn-Person Syncbecause the word doesn't appear. - Email domain rules match any attendee or the organizer. If a partner forwards their meeting from a different email address, the rule may not fire on that occurrence.
- Partner rules match by the partner record in your network. If a partner has multiple email addresses and only one is in their record, meetings with the other address won't match the rule.
Transcription rules apply to upcoming meetings, not meetings already in progress. Add a rule before the meeting starts, and your assistant will skip the next occurrence.
On the iOS app
Where to find it: Bottom navigation → Profile tab → Meetings.
On iOS the rules panel renders as a stacked list with the same controls. Adding a new rule works the same way (pick type, enter pattern, save). Toggling rules on and off is a single tap.
You can also ask your assistant in the Chat tab to manage rules conversationally:
Don't record my meetings with Sarah Chen.
The assistant adds a partner rule for Sarah and confirms once it's set up. Saying "start recording Sarah's meetings again" removes or disables the rule.
The voice path is the fastest one when you remember a sensitive meeting on your way into the office. Tell your assistant what to skip, and the rule is in place before the meeting starts.