Meeting Settings
Meeting Settings controls how recordings, transcriptions, calendar sync, video conferencing, reminders, and AI features are configured across the workspace.
All settings are managed by navigating to
Settings > Calendar & Meetings
or
Settings > Objects > Meetings.
Calendar Account
Connect a calendar to sync meetings with the CRM.
- Go to Settings > Calendar & Meetings.
- Click Connect Google Account or Connect Microsoft Account.
- Follow the authorization prompts.
Connecting a calendar is required to unlock features like appointment links, meeting sync, and recording.
Calendar Sync
Select which meetings are imported from connected calendars.
- Go to Settings > Objects > Meetings > General.
- Under Calendar sync, choose one of two options:
- All meetings - syncs internal organization meetings as well
- Only meetings with at least one user from outside my organization - skips meetings that only have people with internal domain as participants
Sync is two-way. Meetings created in SparrowCRM appear on the connected calendar, and calendar events appear in the CRM.
Video Conferencing Apps
Select the video conferencing tools the team uses for meetings.
- Go to Settings > Calendar & Meetings.
- Under Video Conferencing Apps, select one or more platforms:
- Zoom
- Google Meet
- Microsoft Teams
Multiple apps can be enabled if the team uses more than one platform.
Appointment Links
Appointment links let prospects book meetings based on your availability.
To create a link:
- Go to Settings > Calendar & Meetings.
- Click + Create appointment link.
- Set the buffer time before and after meetings (e.g., 15, 30, or 60 minutes)
- Define a custom URL slug
- Optionally enable Additional Guests to let prospects add other attendees.
To manage existing links, use the ... (three dots) menu on any link in the table:
- Edit - modify the meeting name, duration, or availability settings
- Preview link - see the booking page as prospects would see it
- Deactivate link - temporarily disable the link so no new bookings can be made (existing bookings are not affected)
- Delete link - permanently remove the link (this cannot be undone)
Recording and Transcription
AI analysis is only available for meetings that are recorded and transcribed.
Recording Default
- Go to Settings > Objects > Meetings > General.
- Under Recording default, choose one of three options:
- Record all meetings and calls by default
- Always ask before the meeting or call
- Do not record any meeting or call
Auto-Share
To automatically send notes to all attendees after a meeting ends:
- Toggle on Auto-share meeting and call notes with each participant after it ends.
Recorder Settings
To customize the recording bot that joins meetings:
- Go to Settings > Meetings.
- Edit the recorder name (default: "Zulie AI notetaker").
The name and avatar appear to all participants when the bot joins.
Recording Retention
To configure how long recordings are stored:
- Set the Recording retention period.
Recordings and transcripts older than the selected period are automatically deleted. The default is 1 month.
Access and Permissions
- Go to Settings > Objects > Meetings > General.
- Toggle the following options:
- Allow meeting participants to add other people to calls
- Transfer meeting ownership if organizer changes roles or leaves
Post Meeting
To collect feedback after meetings automatically:
- Toggle on Send a feedback form after every call or meeting.
New Attendee Mapping
When a meeting includes attendees who are not yet in the contacts list, SparrowCRM can store them in a designated object.
- Go to Settings > Objects > Meetings > General.
- Under New attendee mapping, select the object where unrecognized attendees should be stored.
Reminder Settings
To configure default reminders sent before meetings start:
- Go to Settings > Calendar & Meetings.
- Under Reminder Settings, set:
- Type - In-app Notification or Email
- Time - how many minutes before the meeting the reminder should trigger
- Click + Add reminder to add additional reminders.
Multiple reminders can be stacked. These defaults apply to all meetings unless individually overridden.
AI Configuration
AI Task Recommendations
Control which categories of AI-generated tasks appear for meetings.
- Go to Settings > Objects > Meetings > AI Configuration.
- Toggle the categories:
- Meeting Scheduling & Preparation - rescheduling/canceling, invites and prep, agenda reminders
- Follow-ups & Communication - follow-ups, recaps, resources, post-meeting check-ins
- Pipeline & Deal Actions - alerts on key deals, adding stakeholders, managing tasks
- CRM & Contact Management - new contacts, info updates, ownership assignment
- Reminders & Nudges - forms, reminders, gentle follow-ups
Meeting Overview
Select which sections appear in the pre-meeting Overview tab.
- Go to Settings > Objects > Meetings > AI Configuration.
- Check or uncheck:
- All conversation summary (includes emails, calls, meetings)
- Summary about attendees
- Strategy to follow
- Questions to ask
- Attendee Info
- Recent Touchpoints
Meeting Settings gives admins full control over how meetings are recorded, synced, and analyzed across the workspace.
Need help? Reach out to us at [email protected].
