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The Upcoming Calls section on your dashboard provides a comprehensive view of all scheduled meetings where BuildBetter’s recording bot can potentially join. This gives you full visibility and control over what will be recorded.

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Overview

Your upcoming calls display shows:
  • All calendar-synced meetings for the next 2-3 weeks
  • Current bot join status for each meeting
  • Quick actions to manage recording preferences
  • Meeting details and participants

Calendar View

See calls organized by day, week, or month with visual indicators for recording status

List View

Chronological list with detailed information and bulk management options

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Call Information

Each upcoming call displays:
  • Title: Meeting name from your calendar
  • Time: Date, time, and duration
  • Platform: Zoom, Teams, Meet, or Webex
  • Participants: Attendee list and count
  • Recurrence: For recurring meetings
  • Will Record: Bot will join automatically
  • Won’t Record: Bot will skip this meeting
  • Manual: Requires manual action to join
  • Pending: Awaiting rule evaluation
  • Workspace: Recording will be visible to all members
  • Private: Only you can access the recording
  • Custom: Specific sharing settings applied

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Managing Individual Calls

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Before the Meeting

For each upcoming call, you can:
1

Toggle Recording

Click the recording toggle to enable/disable bot joining for specific meetings
2

Set Privacy

Choose whether the recording should be private or shared with your workspace
3

Add Context

Pre-add tags, notes, or custom labels that will be attached to the recording
4

Preview Attendees

See who will be in the meeting and their BuildBetter profiles if available
Changes to recurring meetings affect all future instances. To modify a single occurrence, use the “This meeting only” option.

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Quick Actions

Hover over any upcoming call to access:
  • Skip This Call: Prevent bot from joining this specific instance
  • Always Record With [Person]: Create a rule to record all meetings with specific attendees
  • View Series: See all instances of a recurring meeting
  • Copy Join Link: Get the meeting URL for manual joining
Find specific meetings quickly:
  • Filter Options
  • By Status: Will record, won’t record, manual
  • By Platform: Zoom, Teams, Meet, Webex
  • By Date: Today, this week, custom range
  • By Attendee: Specific participants

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Bulk Management

Select multiple meetings to:
  • Enable/disable recording for multiple calls
  • Set privacy settings in bulk
  • Add tags to multiple meetings
  • Export meeting list
Use Shift+Click to select a range of meetings or Cmd/Ctrl+Click for individual selection.

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Understanding Bot Status

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Calendar Integration

Upcoming calls are populated from:
  • Google Calendar: Personal and shared calendars
  • Outlook/Office 365: All accessible calendars
  • Manual Entries: Meetings added directly in BuildBetter
Only meetings with valid conference links (Zoom, Teams, Meet, Webex) will appear in upcoming calls.

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Best Practices

Review Weekly: Check your upcoming calls each Monday to ensure important meetings will be recorded
Set Defaults: Configure bot recording rules to automate decisions
Privacy First: Mark sensitive meetings as private before they occur
Participant Notice: Ensure meeting invites mention that calls may be recorded

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Troubleshooting

Possible Causes:
  • Calendar not synced
  • No conference link in invite
  • Meeting is too far in future (>3 weeks)
  • Calendar permissions issue
Solutions:
  • Check calendar integration in settings
  • Ensure meeting has Zoom/Teams/Meet link
  • Meetings appear 3 weeks before start time
  • Re-authorize calendar access
Possible Causes:
  • Rules recently changed
  • Calendar update pending
  • Conflicting rules
Solutions:
  • Refresh the page
  • Check recording rules
  • Look for rule conflicts in settings
Possible Causes:
  • Meeting organized by others
  • Admin controls enabled
  • Platform restrictions
Solutions:
  • Check with meeting organizer
  • Verify your workspace permissions
  • Review platform-specific limitations

Bot Recording Rules

Configure automatic recording rules based on keywords, participants, and more

Calendar Integration

Set up and manage calendar connections for automatic meeting detection

Privacy Settings

Configure default privacy settings for your recordings

Recent Recordings

View and access your recently recorded meetings
Upcoming calls refresh automatically every few minutes. You can also manually refresh by pulling down on mobile or clicking the refresh icon on desktop.