UpcomingCalls

3.2 Upcoming Calls & Bot Rules

Your Home Dashboard shows a list of Upcoming Calls, pulling directly from any integrated calendar (Google or Outlook). This section also houses BuildBetter’s Bot Rules, letting you customize which calls are automatically joined or skipped by BuildBetter.

What You’ll Learn

• How to view and manage upcoming calls
• How to control BuildBetter’s auto-join behavior
• How to fine-tune Bot Rules to skip or join specific events

1. Viewing Scheduled Calls

1. Check the “Upcoming Calls” panel on your Home Dashboard.
2. Review each entry for meeting title, time, participants, and any attached tags.
3. Click the call name to see additional details (meeting link, privacy settings, workspace assignment).
4. Decide how BuildBetter should join. If auto-join is enabled and set for this call, BuildBetter will appear as a participant when the meeting starts.

Tip: Use call tags or descriptions to help your team quickly identify the purpose of each upcoming call.

2. Auto-Join Logic

1. Calendar Integration: Make sure you’ve connected your Google or Outlook calendar in Settings > Integrations.
2. BuildBetter checks for meetings in your integrated calendar and cross-references your Bot Rules (see below).
3. Auto-Join Workflow:
   • BuildBetter sees an upcoming event matching your Bot Rules.
   • It appears in “Upcoming Calls” with an “Auto-Join” status.
   • When the meeting starts, BuildBetter attempts to join (the host must admit it if the platform has a waiting room).

Use Case: If you have a recurring product meeting daily, BuildBetter can automatically join so you never miss capturing essential decisions.

3. Editing Bot Rules

1. Navigate to “Bot Rules” on the Home Dashboard or in your Settings panel.
2. Configure conditions for BuildBetter to auto-join or skip:
   • Email domain keywords (e.g., skip calls where all participants are “@hrdomain.com”).
   • Meeting title keywords (e.g., auto-join anything with “Product Standup” in the title).
   • Participant titles (optional advanced feature; skip if participant is CEO, for instance).
3. Save changes to apply them immediately.

Best Practice: Periodically review your Bot Rules to ensure you’re capturing the right calls. If you notice missed calls or private calls being recorded, adjust the rules accordingly.

4. Manual Overrides

• Manually Join: If BuildBetter isn’t set to auto-join a specific meeting, you can still click “Join a Call” and paste the link anytime.
• Stop BuildBetter from Recording: If a call is automatically joined but you want to exclude it mid-session, simply remove BuildBetter from the meeting. The partial recording will still show in your calls list unless permanently deleted.

5. Privacy & Access

• Participant-Only Access: By default, calls recorded by BuildBetter can be visible only to participants involved in the call.
• Workspace-Wide Access: Optionally broaden visibility to your entire workspace if the call is relevant to more team members.
• Overriding Visibility: Admins can override call privacy settings to share or restrict access.

Compliance Reminder: If your organization has HIPAA or other privacy regulations, carefully set your auto-join and privacy defaults to avoid accidental compliance issues.

Upcoming Calls & Bot Rules Best Practices

• Regularly Update Bot Rules: Team structures and call patterns change over time. Keep your rules fresh to capture the right meetings.
• Check Calendar Sync: Ensure your calendar integration is active and not expired; otherwise, upcoming calls won’t appear.
• Communicate to Participants: Let external guests know a recording bot may join. Good communication prevents surprises and fosters trust.