---
title: "Meetings Setup"
description: "Configure Airia Meetings to automatically record, transcribe, and analyze meetings with AI"
---

Airia Meetings automatically records, transcribes, and analyzes your organization's meetings using AI. Once configured, users can connect their calendars and have an AI notetaker join their meetings to capture insights, action items, and summaries.

## How Meetings Works

Airia Meetings is powered by [Recall.ai](https://www.recall.ai/), which provides the meeting bots that join calls and generates the raw recordings and transcripts. Airia then retrieves that data from Recall.ai and processes it with your configured meeting agents.

<Note>
Meeting recordings and transcripts are stored in Recall.ai, in the processing region you select during setup, until Airia successfully retrieves the data **or 7 days elapse** — whichever happens first. After that, the data is removed from Recall.ai and is held only within Airia according to your tenant's retention settings.
</Note>

## Before You Begin

<Note>
To complete this configuration, you must be a Platform Admin within Airia.
</Note>

**Requirements:**
- Platform Admin role in Airia
- For Outlook: Microsoft Entra administrator access needed for organization-wide consent

## Microsoft Outlook Calendar Integration

<Warning>
Microsoft Outlook calendar sync requires an Entra administrator to grant consent before users can connect their calendars. Without this consent, users will receive an error when attempting to connect.
</Warning>

### Grant Organization Consent

<Steps>
  <Step title="Navigate to the Microsoft consent URL">
    Have your Microsoft Entra administrator visit the following URL:

    ```
    https://login.microsoftonline.com/common/adminconsent?client_id=4969aaba-cdb0-4777-829d-63a9dde52671
    ```
  </Step>
  <Step title="Sign in with admin credentials">
    Sign in with a Microsoft Entra administrator account that has permission to grant tenant-wide consent.
  </Step>
  <Step title="Review and accept permissions">
    Review the permissions requested by Airia and click **Accept** to grant consent for your organization. This allows Airia to access calendar data for users who choose to connect their calendars.
  </Step>
</Steps>

<Note>
This is a one-time setup per organization. Once consent is granted, all users in your organization can connect their Outlook calendars.
</Note>

## Google Calendar Integration

<Note>
Google Calendar integration is coming soon. Currently, only Microsoft Outlook is supported.
</Note>

## Manage Meetings Settings

Control who can access Meetings and configure how the AI processes meeting content.

### Access Meetings Settings

<Steps>
  <Step title="Navigate to Meetings Settings">
    Go to **Settings > Meetings**
  </Step>
</Steps>

### Enable Meetings

The first time you visit the Meetings settings page, you'll be prompted to enable the feature and choose a processing region before the rest of the configuration becomes available.

| Setting | Description |
|---------|-------------|
| Processing Region | The AWS region where meeting recordings and transcripts are processed and stored. Defaults to **US West 2**. Additional regions (US East 1, EU Central 1, AP Northeast 1) may be available depending on your tenant. |
| Enable Meetings | Enables the Meetings permission for your tenant and initializes the meeting configuration in the selected region. |

<Warning>
The processing region cannot be changed after enabling Meetings. Choose carefully based on your data residency and privacy requirements.
</Warning>

### Access Permissions

Control who can use the Meetings feature.

| Setting | Description |
|---------|-------------|
| Allow all users | When enabled, all users in your tenant can use Meetings. When disabled, access is restricted to the users and groups you select below. |
| Who can access | When "Allow all users" is off, select the specific users and groups who can access Meetings. Both individual users and groups can be added. |

### Meeting Administrators

<Note>
The Meeting Administrators section is only visible if the meetings admin access feature is enabled for your tenant.
</Note>

Configure users or groups who can view other users' meeting transcripts, summaries, and recordings. This is useful for compliance, oversight, or assistant-style access to an executive's meetings.

Each administrator assignment has two parts:

| Setting | Description |
|---------|-------------|
| Administrator | A single user or group that is granted administrator access to other users' meeting content. |
| Can View Meetings Of | One or more users and/or groups whose meetings the administrator is allowed to view. |

You can create multiple administrator assignments, and edit or remove any existing assignment from its card.

### AI Bot Settings

Configure the default AI meeting bot behavior for your tenant.

| Setting | Description |
|---------|-------------|
| Auto-schedule meetings | When enabled, an AI bot is automatically invited to join all meetings for users who have Meetings enabled. When disabled, users must opt in to each meeting individually. |
| Allow User Agent Overrides | When enabled, platform admins can select additional agents that run after every meeting is finished, on top of the tenant-level meeting agents. |

### Meeting Agents

Select which AI agents process meeting transcripts. These agents can generate:
- Meeting summaries
- Action items and follow-ups
- Key decisions and discussion points
- Custom insights based on your agent configuration

Use the **Select Meeting Agents** search to add agents. Airia ships a recommended default meeting agent that is marked with a **Recommended** badge.

For each selected agent, configure the following options:

| Option | Description |
|--------|-------------|
| Execution Mode — Per Meeting | Runs the agent a single time for the entire meeting. This is the default. |
| Execution Mode — Per User | Runs the agent separately for each user on the invitee list who has Meetings enabled, allowing for personalized outputs. |
| Send Email Notifications | When enabled, the agent's output is emailed to the Meetings users on the invitee list. |
| Display Results | When enabled, this agent's output is shown on the meeting details page. Only one meeting agent at a time can display results — enabling it on one agent automatically disables it on the others. |

<Tip>
Create dedicated agents optimized for meeting analysis to get the most value from your meeting transcripts.
</Tip>

<Note>
Users can optionally save meeting transcripts to their personal Knowledge for RAG search. This allows them to reference past meeting content when chatting with agents. Users enable this in their personal Meetings settings.
</Note>

## Next Steps

Once Meetings is configured:
- Direct users to the [Meetings user guide](/airia-chat/capabilities/meetings) for instructions on connecting their calendars
- Monitor meeting activity through the Admin Console
- Adjust agent configurations based on user feedback
