How to auto join Google Meet with your calendar
By MeetFlovv teamPublished Updated 6 min read
To auto join Google Meet calls without lifting a finger, connect your Google Calendar to MeetFlovv and turn on Calendar auto-join. MeetFlovv then checks your calendar every minute and sends MeetFlovv Bot to each eligible meeting, by default about two minutes before it starts. You can skip any single meeting, and turning the feature off never cuts off a bot that is already recording.
This guide covers setup, exactly which events the bot joins, and what to expect on the day.
Before you start
Calendar auto-join is part of the Pro and Business plans; see the pricing page. It uses MeetFlovv Bot, so it helps to know how the bot behaves in a call. Google Meet transcription: extension or bot? covers that.
You need:
- a MeetFlovv account,
- the Google account whose calendar holds your meetings,
- about two minutes.
Step 1: connect Google
In MeetFlovv, open Settings and choose Connect Google. Google asks you to approve two read-only permissions:
- Calendar events (read-only), so MeetFlovv can see which meetings are coming up.
- Google Meet (read-only), so MeetFlovv can look up the meeting space before the bot joins.
Neither permission lets MeetFlovv change your calendar, create events, or join a meeting as you. The bot is always a separate guest with its own name.
MeetFlovv stores the connection as an encrypted token. You can disconnect it in Settings at any time, or revoke it from your Google Account's security page.
Step 2: turn on Calendar auto-join
Connecting Google does not start anything by itself. Auto-join is off until you switch it on in Settings. Once it is on, MeetFlovv starts checking your primary calendar every minute.
The Calendar page in your dashboard lists the upcoming meetings the bot will join, up to 30 days ahead, so you can see what will happen before it does.
Which meetings the bot joins
The bot joins an event when all of these are true:
- It is on your primary Google Calendar.
- It has a Google Meet link.
- It is confirmed, not cancelled.
- You are the organizer, or an attendee who has not declined.
- It is not an all-day event.
Recurring meetings are handled one occurrence at a time. A weekly standup becomes a separate entry for each week, which is what lets you skip one week without turning off the series.
Everything else is ignored: declined invitations, cancelled meetings, all-day events, and events without a Meet link, such as a lunch or a phone call.
When the bot arrives
By default the bot asks to join about two minutes before the start time. If the host must admit guests, that gives the host time to admit it before the conversation begins.
If MeetFlovv was briefly unable to start the bot on time, it still tries, but never later than five minutes into the meeting. After that, the meeting is left alone, so you never get a bot walking into the middle of a call.
Once it is in, the bot behaves exactly as it does when you send it by hand. It appears in the participant list under the name set in Calendar auto-join settings (by default your first name followed by "'s Notetaker", or "MeetFlovv Notetaker" if your account has no name), keeps its camera and microphone off, records the audio in 15-second pieces, and leaves when the meeting ends or when it is the last one left.
Host approval still applies
Calendar auto-join does not get around Google Meet's controls. If a meeting needs the host to admit guests, the host admits the bot like anyone else. If nobody lets it in within 10 minutes, the bot gives up. For meetings you host yourself, you can admit it with one click when it asks.
When meetings overlap
Each meeting gets its own bot, so two meetings at the same time need two bots. Your plan sets how many bots can run at once: see the pricing page for the current limits. If you often have overlapping meetings, check the Calendar page for clashes, and skip the meetings you do not need captured so the bot goes where it matters most.
Skipping one meeting
Some meetings should not be transcribed: a one-to-one with sensitive topics, an interview where the candidate did not agree to it, a call with a client who prefers no notes.
On the Calendar page, turn auto-join off for that one occurrence. The rest of the series, and the rest of your calendar, keep working as before.
Turning it off
The switch in Settings is a master control. Turning it off:
- stops the bot from joining any further meetings,
- keeps your choices for individual meetings, so if you switch it back on later, the meetings you skipped are still skipped,
- does not stop a bot that is already starting or recording. That meeting finishes normally and you still get its notes.
What you get afterwards
Each auto-joined meeting shows up in your dashboard like any other: a live transcript while it runs, speaker names from Google Meet's captions, and notes after it ends with a summary, decisions, action items and open questions. AI meeting notes for Google Meet, explained describes the notes in detail.
Tips for recurring meetings
- Watch for the join request. The bot joins as a guest from outside your organization, so in meetings that need approval it asks to be let in each time. If you host the series, admit it when you join; it waits up to 10 minutes.
- Tell the group once. A line in the meeting invite, such as "MeetFlovv takes notes in this meeting", sets expectations for everyone, every week.
- Check the Calendar page on Monday. A glance at the week's list shows which meetings will be captured, and lets you skip any that should not be.
Consent
You are responsible for letting people know their meeting is being transcribed, and for getting any consent your local law requires. The bot's name in the participant list makes capture visible, but a note in the invite is still the clearest way to tell everyone in advance.
Set it up
Connect Google from Settings, switch on Calendar auto-join, and your next eligible meeting will be captured without you doing anything else. Compare plans on the pricing page.
