What You Can Do with Schedule Integration and Recording Reservation Features 'Rimo Meeting Bot'
By inviting a Bot to your meeting, you can automate meeting recording, transcription, and summarization.
By integrating the bot with your Google/Outlook calendar, you can reserve automatic recordings, preventing missed recordings.
Real-time transcription and summarization during online meetings reduce the hassle of uploading data and eliminate waiting time for transcription.
The system automatically separates and identifies speakers based on online meeting account information.
Once you set the storage location, subsequent meeting notes are automatically organized into the appropriate folder, making note management and search easier.
Recording of online meetings with the Bot is possible by non-hosts (For Zoom, the host must allow recording).
Usage Instructions
Step 1: Integrate with Google/Outlook Calendar
Step 2: Start the Meeting and Review Notes
Step 3: Share Notes with Participants
Step 1: Integrate with Google/Outlook Calendar
Example: Google Calendar Integration
1. After logging into Rimo Voice, click "Schedule" displayed on the left side, then click the "Google Calendar Integration" button.
*If the calendar integration button is not displayed, you can integrate by clicking the following hyperlinks while the schedule screen is open:
2. Select the account to integrate with Rimo Voice.
3. Click "Continue"
4. Click "Allow"
5. The Auto-join & transcription settings screen will appear. Click "Save Settings".
If you do not want bulk integration, turn off "Automatically join all calendar events".
6. After integration is complete, events with online meetings registered in Google Calendar will be imported.
💡 Tips: Automatic Bot Reservation Function
● Configuration Method
To disable bulk integration: Turn off "Automatically join all calendars" from "Bot Settings"
● Maintaining Reservation Status
Unless manually turned off as above, existing reservation settings are retained
If you want to reset the settings, you can easily start over by disconnecting and reconnecting calendar integration from "Bot Settings"
● Settings Reflection Timing
Settings are reflected when calendar loading completes.
⚠️ Note When Changing "Recurring Events"
When editing recurring events in Google Calendar, selecting "All following events" will issue a new meeting ID. As a result, Rimo may not recognize it as the same recurring event, and the recording Bot reservation may not be carried over.
We are working on improvements so that events can be treated as the same even if the meeting ID changes, as long as the "title, organizer, and meeting URL" are the same. However, until implementation is complete, please reset reservations when you change recurring events.
Step 2: Start the Meeting and Review Notes
Allow Bot Entry
1. When the meeting starts, the Rimo Voice Bot will enter as an online meeting participant. Please allow entry.
2. When a recording request from the Bot appears, click "Approve".
3. Once recording starts, transcription of the meeting will begin appearing in the created note.
*Speaker separation is automatically executed based on online meeting account information.
▼ Zoom screen during meeting
▼ Rimo Voice screen during meeting (real-time transcription in progress)
Review Notes
When the meeting ends, the note will display transcription (speaker separation is automatically executed based on online meeting account information), summary, and folder organization.
Change Note Storage Folder (if needed)
1. Click the folder name displayed to the right of the meeting date and time.
2. You can specify a team folder and move the note.
If Bot Times Out After Meeting Start Time Has Passed
If the Bot times out after the meeting start time has passed, you can reinvite the Bot by clicking the "Retry recording request" button.
Step 3: Share Notes with Participants
Members invited to the calendar are automatically assigned editing permissions and shared. For members not invited to the calendar, assign permissions from "Share". (Method here)
If Not Using Automatic Reservation Settings: Set Recording Reservation for Desired Meetings
Turn On Recording Reservation
1. For meetings where you want to use recording and note creation (transcription and summarization), click the ○ next to "Scheduled recording".
2. Select whether to change only this event or all future events:
This occurrence only
All occurrences in the series
Then click the Save button.
3. When the "Reserve the recording Bot" screen opens, select the following and click "Reserve with this content":
Check "Recording only" if you don't want to keep video from the meeting
Team (folder where notes will be stored)
Language
4. Once you reserve the Bot recording, a note labeled "Recording Reserved" will be created.
Cancel or Edit Bot Reservation
Cancel Reservation
1. Turn off "Scheduled recording".
2. Update the recording reservation. When the reservation is canceled, the created note will also be deleted.
Edit Reservation
1. On the "Schedule" screen, click "..." to the right of "Scheduled recording", then click the "Edit recording settings" menu that appears.
2. The "Edit Event" screen will open. Change the team, language, etc., and click the "Save" button.
Record Now
This is a useful feature when meetings start earlier than scheduled.
Operating from Schedule Screen
1. On the "Schedule" screen, click "..." to the right of "Scheduled recording", then click the "Record Now" menu that appears.
2. A notification will appear at the bottom right of the screen indicating the Bot is joining, and after a while, you will be redirected to the note screen.
3. Once the Bot joins the meeting, real-time transcription will begin.
Operating from Note Screen
1. Please check "Show scheduled recordings".
Click the note where you want to start recording now.
2. Click the "Start recording now" button, and the Bot will enter the meeting.
For the following settings, please refer to the "[Business/Pro Plan] Schedule Integration and Recording Reservation Features - Other Settings" page:
Adding schedules manually without calendar integration
Starting recording immediately for an ongoing online meeting
Recording audio only
Recording meetings with multiple participants
Centralized management of schedule integration (For Business Plan administrator users)
Adding note URLs and Rimo descriptions to Google Calendar (For Business Plan administrator users)