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Some organizations prefer to use a dedicated email address for BuildBetter recording rather than connecting individual calendars. This approach allows centralized control while maintaining privacy for all team members.

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How It Works

Instead of each team member connecting their own calendar, you create a single dedicated email address (like [email protected] or [email protected]) and connect its calendar to BuildBetter. The bot will then join any meeting that email is invited to.
1

Create a Dedicated Email

Set up an email address in your organization specifically for BuildBetter recording (e.g., [email protected], [email protected], or [email protected])
2

Connect the Calendar

Log in to BuildBetter with an admin account and connect the dedicated email’s calendar via Settings > Integrations > Calendar
3

Invite to Meetings

Team members invite the dedicated email address to any meetings they want recorded
4

Automatic Recording

BuildBetter joins any meeting on that calendar (subject to your recording rules)

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Setup Instructions

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1. Create Your Dedicated Email

Create an email address in your organization’s email system. Common naming conventions include:
Choose a name that’s easy for team members to remember when adding to meeting invites.

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2. Connect to BuildBetter

1

Sign In as Admin

Log in to BuildBetter with an admin account for your workspace
2

Navigate to Calendar Settings

Go to Settings > Integrations > Calendar
3

Connect the Calendar

Click “Connect Google Calendar” or “Connect Microsoft Outlook” depending on your email provider
4

Authenticate

Sign in with the dedicated email account credentials and authorize BuildBetter
5

Configure Recording Rules

Set up any rules for which meetings should or shouldn’t be recorded

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3. Team Usage

Once configured, team members simply invite the dedicated email address to any meeting they want recorded:
  1. Create or open a calendar event
  2. Add the dedicated email (e.g., [email protected]) as an attendee
  3. Save the event
  4. BuildBetter will automatically join and record the meeting

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Privacy & Access Control

BuildBetter respects privacy even with shared calendar setups. Recordings are not automatically available to the admin who connected the calendar.

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How Recording Access Works

When the bot records a meeting via the shared calendar:
  • Participant-based access: Recordings are made available to the actual meeting participants, not the calendar owner
  • Standard privacy rules apply: The same privacy settings that apply to individual recordings still apply
  • Rules are respected: Any bot recording rules you’ve configured will still be enforced

Meeting Participants

People who were actually on the call can access the recording based on your workspace privacy settings

Admin Visibility

The admin who connected the shared calendar does not automatically get access to all recordings

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Admin Capabilities

The admin who connects the shared calendar has specific capabilities:

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What Admins Can Do

Admins can see all upcoming meetings on the shared calendar that BuildBetter will join
Turn recording on or off for specific meetings or recurring meeting series
Set up recording rules based on titles, descriptions, or attendees
Pre-add tags or labels to upcoming recordings

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What Admins Cannot Do

  • Access recordings from meetings they weren’t part of
  • View transcripts or summaries from other people’s calls
  • Override participant-based access controls

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Limitations

There are some trade-offs with the shared calendar approach compared to individual calendar connections.
FeatureIndividual CalendarsShared Calendar
See upcoming callsEach user sees their ownOnly admin sees all
Toggle recording per callEach user controls their ownOnly admin can toggle
Privacy controlsPer-user settingsCentralized rules
Setup complexityEach user connectsOne-time admin setup

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Key Limitation: Upcoming Calls Visibility

With a shared calendar setup:
  • Individual users cannot see their upcoming calls in BuildBetter or toggle recording on/off for specific meetings
  • Only the admin who connected the calendar can view and manage upcoming calls
  • Users must communicate with the admin if they need to prevent a specific meeting from being recorded

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Recording Rules

All standard bot recording rules apply to shared calendar setups:
  • Attendee-based rules: Skip meetings with specific participants or domains
  • Title-based rules: Skip meetings containing certain keywords
  • Description-based rules: Skip meetings based on description content
Consider setting up rules to automatically skip sensitive meeting types like “1:1”, “Performance Review”, or “Confidential” to protect privacy.

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Best Practices

Communicate Clearly

Let your team know the recorder email address and how to use it

Set Up Rules

Configure recording rules to automatically skip sensitive meetings

Use Descriptive Names

Choose an email address that clearly indicates its purpose

Document the Process

Create internal documentation for your team on when to invite the recorder

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When to Use This Approach

Shared calendar setup works well for:
  • Centralized administration: Organizations that want one admin to manage recording settings
  • Selective recording: Teams that only want to record specific meetings rather than all calls
  • Simplified onboarding: New team members don’t need to connect their own calendars
  • Compliance requirements: Organizations that need central oversight of what gets recorded

Calendar Integration

Connect individual calendars for personal recording control

Bot Recording Rules

Configure rules to control which meetings are recorded

Meeting Assistant

Learn about the BuildBetter recording bot

Privacy Settings

Configure privacy controls for your workspace