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.

1. Go to Settings > Calendar & Meetings.
2. Click Connect Google Account or Connect Microsoft Account.
3. 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.

1. Go to Settings > Objects > Meetings > General.
2. Under Calendar sync, choose one of two options:
3. • 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.

1. Go to Settings > Calendar & Meetings.
2. Under Video Conferencing Apps, select one or more platforms:
3. • 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:

1. Go to Settings > Calendar & Meetings.
2. Click + Create appointment link.
3. Set the buffer time before and after meetings (e.g., 15, 30, or 60 minutes)
4. Define a custom URL slug
5. 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

1. Go to Settings > Objects > Meetings > General.
2. Under Recording default, choose one of three options:
3. • 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:

1. Toggle on Auto-share meeting and call notes with each participant after it ends.

Recorder Settings

To customize the recording bot that joins meetings:

1. Go to Settings > Meetings.
2. 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:

1. Set the Recording retention period.

Recordings and transcripts older than the selected period are automatically deleted. The default is 1 month.

Access and Permissions

1. Go to Settings > Objects > Meetings > General.
2. Toggle the following options:
3. • 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:

1. 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.

1. Go to Settings > Objects > Meetings > General.
2. Under New attendee mapping, select the object where unrecognized attendees should be stored.

Reminder Settings

To configure default reminders sent before meetings start:

1. Go to Settings > Calendar & Meetings.
2. Under Reminder Settings, set:
3. • Type - In-app Notification or Email
   • Time - how many minutes before the meeting the reminder should trigger
3. 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.

1. Go to Settings > Objects > Meetings > AI Configuration.
2. Toggle the categories:
3. • 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.

1. Go to Settings > Objects > Meetings > AI Configuration.
2. Check or uncheck:
3. • 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.