> ## Documentation Index > Fetch the complete documentation index at: https://docs.buildbetter.ai/llms.txt > Use this file to discover all available pages before exploring further. # Shared Calendar Setup > Set up a dedicated recorder email to automatically record meetings across your organization 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. ## How It Works Instead of each team member connecting their own calendar, you create a single dedicated email address (like `buildbetter@yourcompany.com` or `recorder@yourcompany.com`) and connect its calendar to BuildBetter. The bot will then join any meeting that email is invited to. Set up an email address in your organization specifically for BuildBetter recording (e.g., `buildbetter@yourcompany.com`, `recorder@yourcompany.com`, or `bb@yourcompany.com`) Log in to BuildBetter with an admin account and connect the dedicated email's calendar via **Settings > Integrations > Calendar** Team members invite the dedicated email address to any meetings they want recorded BuildBetter joins any meeting on that calendar (subject to your recording rules) ## Setup Instructions ### 1. Create Your Dedicated Email Create an email address in your organization's email system. Common naming conventions include: * `buildbetter@yourcompany.com` * `recorder@yourcompany.com` * `bb@yourcompany.com` * `notetaker@yourcompany.com` Choose a name that's easy for team members to remember when adding to meeting invites. ### 2. Connect to BuildBetter Log in to BuildBetter with an admin account for your workspace Go to **Settings > Integrations > Calendar** Click "Connect Google Calendar" or "Connect Microsoft Outlook" depending on your email provider Sign in with the dedicated email account credentials and authorize BuildBetter Set up any rules for which meetings should or shouldn't be recorded ### 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., `buildbetter@yourcompany.com`) as an attendee 3. Save the event 4. BuildBetter will automatically join and record the meeting ## Privacy & Access Control BuildBetter respects privacy even with shared calendar setups. Recordings are **not** automatically available to the admin who connected the calendar. ### 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 People who were actually on the call can access the recording based on your workspace privacy settings The admin who connected the shared calendar does **not** automatically get access to all recordings ## Admin Capabilities The admin who connects the shared calendar has specific capabilities: ### 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 ### 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 ## Limitations There are some trade-offs with the shared calendar approach compared to individual calendar connections. | Feature | Individual Calendars | Shared Calendar | | ------------------------- | ---------------------------- | --------------------- | | See upcoming calls | Each user sees their own | Only admin sees all | | Toggle recording per call | Each user controls their own | Only admin can toggle | | Privacy controls | Per-user settings | Centralized rules | | Setup complexity | Each user connects | One-time admin setup | ### 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 ## Recording Rules All standard [bot recording rules](/pages/Calls%20&%20Recordings/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. ## Best Practices Let your team know the recorder email address and how to use it Configure recording rules to automatically skip sensitive meetings Choose an email address that clearly indicates its purpose Create internal documentation for your team on when to invite the recorder ## 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 ## Related Documentation Connect individual calendars for personal recording control Configure rules to control which meetings are recorded Learn about the BuildBetter recording bot Configure privacy controls for your workspace