> ## 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.

# Upcoming Calls

> View and manage your scheduled meetings where BuildBetter can record

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.

## 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
* Weekly calendar navigation with date jumping and detailed event popovers

<img src="https://mintcdn.com/buildbetter-9c5e0345/krYKk-16pFgRhoBu/images/upcoming-calls.png?fit=max&auto=format&n=krYKk-16pFgRhoBu&q=85&s=5fcd08de85550e1ccf30861bae5ac4a1" alt="Upcoming Calls Dashboard" width="3258" height="2606" data-path="images/upcoming-calls.png" />

<CardGroup cols={2}>
  <Card title="Calendar View" icon="calendar">
    See calls organized in a weekly calendar with visual indicators for recording status
  </Card>

  <Card title="List View" icon="list">
    Chronological list with detailed information and bulk management options
  </Card>
</CardGroup>

## Call Information

Each upcoming call displays:

<AccordionGroup>
  <Accordion title="Meeting Details" icon="circle-info">
    * **Title**: Meeting name from your calendar
    * **Time**: Date, time, and duration
    * **Platform**: Zoom, Teams, Meet, or Webex
    * **Participants**: Attendee list and count
    * **Meeting links**: Join or copy supported meeting links
    * **Recurrence**: For recurring meetings
  </Accordion>

  <Accordion title="Recording Status" icon="record-vinyl">
    * **Will Record**: Bot will join automatically
    * **Won't Record**: Bot will skip this meeting
    * **Manual**: Requires manual action to join
    * **Pending**: Awaiting rule evaluation
  </Accordion>

  <Accordion title="Privacy Settings" icon="lock">
    * **Workspace**: Recording will be visible to all members
    * **Private**: Only you can access the recording
    * **Custom**: Specific sharing settings applied
    * **Access settings**: Review who will be able to open the recording
  </Accordion>
</AccordionGroup>

## Weekly Calendar View

Use the weekly calendar to:

* Browse upcoming calls by date
* Jump between weeks
* Open event details without leaving the calendar
* Review participants, meeting links, recording status, and access settings

If no calendar is connected, BuildBetter shows a dedicated prompt to connect one from Settings.

## Managing Individual Calls

### Before the Meeting

For each upcoming call, you can:

<Steps>
  <Step title="Toggle Recording">
    Click the recording toggle to enable/disable bot joining for specific meetings
  </Step>

  <Step title="Set Privacy">
    Choose whether the recording should be private or shared with your workspace
  </Step>

  <Step title="Add Context">
    Pre-add tags, notes, or custom labels that will be attached to the recording
  </Step>

  <Step title="Preview Attendees">
    See who will be in the meeting and their BuildBetter profiles if available
  </Step>
</Steps>

<Warning>
  Changes to recurring meetings affect all future instances. To modify a single occurrence, use the "This meeting only" option.
</Warning>

### 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

## Filtering and Search

Find specific meetings quickly:

<Tabs>
  <Tab title="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
  </Tab>

  <Tab title="Search">
    * Search by meeting title
    * Search by participant name
    * Search by meeting ID
    * Search by keywords in description
  </Tab>
</Tabs>

## 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

<Tip>
  Use Shift+Click to select a range of meetings or Cmd/Ctrl+Click for individual selection.
</Tip>

## Understanding Bot Status

<Table>
  <TableHeader>
    <TableRow>
      <TableCell>Status</TableCell>
      <TableCell>What It Means</TableCell>
      <TableCell>Action Needed</TableCell>
    </TableRow>
  </TableHeader>

  <TableBody>
    <TableRow>
      <TableCell>🟢 Will Join</TableCell>
      <TableCell>Bot will automatically join based on your rules</TableCell>
      <TableCell>None - recording will happen automatically</TableCell>
    </TableRow>

    <TableRow>
      <TableCell>🔴 Won't Join</TableCell>
      <TableCell>Meeting matches skip rules or recording is disabled</TableCell>
      <TableCell>Toggle on if you want to record</TableCell>
    </TableRow>

    <TableRow>
      <TableCell>🟡 Manual</TableCell>
      <TableCell>No automatic rules apply</TableCell>
      <TableCell>Decide whether to record</TableCell>
    </TableRow>

    <TableRow>
      <TableCell>⚪ Pending</TableCell>
      <TableCell>Awaiting calendar sync or rule processing</TableCell>
      <TableCell>Wait for update or refresh</TableCell>
    </TableRow>
  </TableBody>
</Table>

## 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

<Note>
  Only meetings with valid conference links (Zoom, Teams, Meet, Webex) will appear in upcoming calls.
</Note>

## Best Practices

<Check>
  **Review Weekly**: Check your upcoming calls each Monday to ensure important meetings will be recorded
</Check>

<Check>
  **Set Defaults**: Configure [bot recording rules](/pages/Calls%20&%20Recordings/bot-recording-rules) to automate decisions
</Check>

<Check>
  **Privacy First**: Mark sensitive meetings as private before they occur
</Check>

<Check>
  **Participant Notice**: Ensure meeting invites mention that calls may be recorded
</Check>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Meeting Not Showing" icon="eye-slash">
    **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
  </Accordion>

  <Accordion title="Bot Status Incorrect" icon="circle-question">
    **Possible Causes:**

    * Rules recently changed
    * Calendar update pending
    * Conflicting rules

    **Solutions:**

    * Refresh the page
    * Check [recording rules](/pages/Calls%20&%20Recordings/bot-recording-rules)
    * Look for rule conflicts in settings
  </Accordion>

  <Accordion title="Can't Change Settings" icon="lock">
    **Possible Causes:**

    * Meeting organized by others
    * Admin controls enabled
    * Platform restrictions

    **Solutions:**

    * Check with meeting organizer
    * Verify your workspace permissions
    * Review platform-specific limitations
  </Accordion>
</AccordionGroup>

## Related Features

<CardGroup cols={2}>
  <Card title="Bot Recording Rules" icon="robot" href="/pages/Calls%20&%20Recordings/bot-recording-rules">
    Configure automatic recording rules based on keywords, participants, and more
  </Card>

  <Card title="Calendar Integration" icon="calendar-check" href="/pages/Integrations/office/google-calendar">
    Set up and manage calendar connections for automatic meeting detection
  </Card>

  <Card title="Privacy Settings" icon="user-shield" href="/pages/Settings/privacy">
    Configure default privacy settings for your recordings
  </Card>

  <Card title="Recent Recordings" icon="clock-rotate-left" href="/pages/Home%20Overview/recent-activity">
    View and access your recently recorded meetings
  </Card>
</CardGroup>

***

<Note>
  Upcoming calls refresh automatically every few minutes. You can also manually refresh by pulling down on mobile or clicking the refresh icon on desktop.
</Note>