Settings: Meeting preferences

It has two tabs: Automation preferences and Bot recorder preferences.

At the top of Automation preferences you choose which meetings are auto-recorded. The options are:

Alongside it sits Only record meetings I'm hosting. This applies in addition to the choice above, and it's the one that catches people out. With it on, a client call organised by a colleague won't be recorded for you, even though it matches every other criterion. If a meeting you expected to be captured wasn't, check this toggle first.

You also choose here who the recap is auto-shared with. If you're getting an email after every call and don't want one, this is the setting to change.

Below that, the behaviour is defined separately for internal meetings and for external meetings: which AI fields are generated, which folder the meeting lands in, whether it's published to the workspace, and whether a public link is created.

This is why the same person can have every external call analysed and none of their internal ones. Two independent configurations, one screen.

Your personal preferences aren't the only thing deciding what happens. Recording behaviour resolves in this order:

The consequence that surprises admins most: changing a rule at workspace level does not override what members have set for themselves unless it's enforced. See Admin automations.

Everything on this tab is about the bot's presence in the meeting itself. It changes nothing about whether a meeting gets recorded.

The name your bot appears under in the meeting. By default it's built from your own name, so participants see something like Enzo's Claap Recorder in the participant list.

This matters more than it looks. On Google Meet and Microsoft Teams, the bot has to be admitted from the waiting room before it can record. Someone in the call sees a request to join from whatever name is set here and decides whether to let it in. A name that nobody recognises is a name that gets denied, and a denied bot produces no recording at all.

So if colleagues have been turning the bot away, or if you record on behalf of a team, give it a name that's obviously yours or obviously your company's. Type the new name and click Save changes.

Display an image in the bot's meeting attendee tile controls whether the bot shows a visual in its participant tile rather than an empty square.

By default the tile carries the Claap branding and the line Claap recorder is recording this call, which doubles as a recording notice to everyone in the room.

Upload image replaces it with your own, so the tile can carry your logo instead.

Two things to weigh before you replace it.

The default image states plainly that the call is being recorded, which is useful where you need participants to be visibly informed. And your uploaded image is what external guests see, so it's part of what a prospect takes away from the call.

Select the view configuration recorded by the bot decides how the video is composed in the recording, independently of how the meeting looked to you at the time.

With this on, the bot posts a message in the meeting chat as soon as it joins. The default reads This call is being recorded with www.claap.io, and you can replace it with your own wording.

This is the most direct way to inform participants that recording is happening, and it leaves a written trace in the meeting chat. In places where notice is expected before recording, or simply as good practice with prospects, it does more work than the attendee tile because it's actively pushed to everyone rather than passively displayed.