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What It Does

BuildBetter automatically joins and records your Webex meetings:
  • Scheduled Webex meetings from your calendar
  • Webex meetings you join during the day
  • Personal room meetings
The bot captures recordings, generates transcripts, and creates AI summaries without requiring manual intervention.

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Setup Instructions

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Prerequisites

  • Active Webex account
  • BuildBetter account with recording enabled
  • Meeting host privileges for the meetings you want to record

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Connecting Webex

  1. Navigate to Integrations
    • Go to Settings → Integrations in BuildBetter
    • Find Webex in the recording integrations section
  2. Authorize Access
    • Click “Connect” to start the authorization flow
    • Sign in to your Webex account
    • Review and approve the requested permissions:
      • Read your meeting information
      • Access meeting participants
      • Read meeting schedules
      • Access recordings
      • Read your profile information
  3. Automatic Setup
    • BuildBetter automatically configures webhooks to detect your meetings
    • You’ll be redirected back to BuildBetter when setup is complete
  4. Configure Recording Rules (Optional)
    • Set up bot recording rules to control which meetings get recorded
    • See Bot Recording Rules for details

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How It Works

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Scheduled Meetings

For calendar events with Webex links:
  1. BuildBetter syncs with your calendar
  2. Scheduled meetings appear in your Upcoming Calls
  3. Bot joins automatically based on your recording rules
  4. Recording starts when the meeting begins

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Meeting Detection

BuildBetter monitors your Webex activity:
  • Detects when you join a Webex meeting
  • Automatically starts recording based on your rules
  • Captures the full meeting until you leave
  • Processes the recording and generates transcript + summary

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Recording Access

BuildBetter can also sync existing recordings:
  • Access recordings from past Webex meetings
  • Import recordings created before connecting BuildBetter
  • Download and process recordings for analysis

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Settings & Configuration

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Recording Rules

Control which Webex meetings get recorded using bot recording rules:
  • By meeting title - Include or exclude based on keywords
  • By attendees - Record only meetings with specific people or domains
  • By event description - Filter based on meeting details

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Meeting Types Supported

BuildBetter works with all Webex meeting types:
  • Scheduled meetings - From your calendar
  • Personal room meetings - Your personal Webex room
  • Instant meetings - Ad-hoc meetings you start or join
  • Recurring meetings - Series of meetings

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Troubleshooting

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Connection Issues

“Webex integration failed”
  • Verify you approved all requested permissions
  • Check that you’re signed in to the correct Webex account
  • Try disconnecting and reconnecting the integration
  • Ensure your organization allows third-party app integrations
Webhooks not working
  • BuildBetter automatically configures webhooks during setup
  • If detection isn’t working, try reconnecting the integration
  • Contact BuildBetter support if issues persist

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Recording Issues

Bot not joining scheduled meetings
  • Verify the meeting has a valid Webex link
  • Check your bot recording rules—meeting may be excluded
  • Ensure the meeting is in your connected calendar
  • Confirm you’re the meeting host or have recording permissions
Bot not detecting meetings
  • Check that your Webex integration is connected and active
  • Verify webhooks were set up correctly during connection
  • Try leaving and rejoining the meeting
  • Reconnect your Webex integration if problems continue
Recording not appearing
  • Allow a few minutes for processing after the meeting ends
  • Check that the recording was successfully created in Webex
  • Verify you have access to the Webex recording
  • Ensure the meeting wasn’t ended prematurely

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Permission Issues

“Access denied” errors
  • Re-authorize the integration to grant all required permissions
  • Verify you’re the meeting host or have co-host privileges
  • Check with your IT admin if third-party apps are restricted
  • Ensure your Webex account has recording enabled
Can’t access recordings
  • Verify you have permission to view recordings in Webex
  • Check that recordings haven’t been deleted or expired
  • Confirm your Webex account tier supports recordings
  • Contact your Webex administrator if recordings are restricted

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Webex Permissions Required

BuildBetter requests these Webex API permissions:
  • meeting:recordings_read - Access your meeting recordings
  • meeting:schedules_read - Read your meeting schedule
  • meeting:participants_read - See meeting participants
  • meeting:controls_read - Access meeting information
  • spark:people_read - Read your profile information
These permissions allow BuildBetter to:
  • Detect when you join meetings
  • Access recording details
  • Identify meeting participants
  • Download and process recordings

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Privacy & Security

  • All recordings are encrypted in transit and at rest
  • OAuth tokens are securely stored and automatically refreshed
  • Only you can access your recordings by default (unless shared)
  • BuildBetter bot identifies itself when joining meetings
  • You control which meetings are recorded via bot rules

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Best Practices

Configure Recording Rules First Set up rules before connecting to ensure sensitive meetings aren’t accidentally recorded. Test with a Sample Meeting Create a test Webex meeting after setup to verify the bot joins and records correctly. Inform Meeting Participants Include a note in meeting invites that calls may be recorded for documentation. Review Upcoming Calls Check your upcoming calls dashboard weekly to ensure important meetings will be recorded. Monitor Integration Status Regularly check Settings → Integrations to ensure your Webex connection is active.

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Organization-Wide Setup

If you’re the first person in your organization to connect Webex:
  • BuildBetter can sync existing recordings from your Webex account
  • This helps populate your workspace with historical meeting data
  • Only recordings you have access to will be synced
If others in your organization already connected:
  • Only your new meetings will be recorded
  • Existing recordings won’t be re-synced to avoid duplicates

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Support

Need help with Webex integration?
  • Check connection status in Settings → Integrations
  • Review webhook status in the integration settings
  • Verify all permissions were granted during setup
  • Contact BuildBetter support with your Webex account details and any error messages