Meeting preferences let each person decide what happens to their own meetings. Admin automations let you decide it centrally, for whoever you choose, and stop it being changed if you need to.

This is the screen you want when your team records inconsistently, when recaps are reaching people they shouldn't, or when every external call needs to land in the same folder with the same settings.

Everyone needs a connected calendar. An automation sets the rules, but nothing is recorded automatically for someone whose Google or Outlook calendar isn't connected. This is the most common reason an automation appears to do nothing at all.

Create your teams first if you plan to target them. Teams are one of the things you can filter on, so they need to exist before you can use them.

Two panels.

On the left, your list of automations, numbered and colour-coded, with Add automation at the top.

On the right, the automation you've selected, in two halves: a Trigger deciding which meetings it catches, and one or more Actions deciding what happens to them.

Click Add automation and give it a name.

The trigger is a set of filters under Select meetings, and it answers one question: which meetings should this rule catch?

Each filter is a chip in the form field · is · value. Click Add filter to add another. Filters combine with and, so a meeting has to match all of them to be caught.

Here's a working example:

Recorder's team is CX and Meeting type is External

That catches external meetings recorded by anyone on the CX team, and nothing else. An internal CX meeting doesn't match. Neither does an external meeting recorded by someone in Sales.

Use × on a chip to remove that filter, and + to add a condition.

Combine them freely. Meeting source is Aircall and Recorder's team is BDR catches your BDR team's phone calls and leaves their video meetings alone.

Actions are modular blocks. Each one does a different job, and you stack the ones you need using Add action at the bottom.

Four settings governing who sees the recording, and what they see.

Publish meeting sets the default access level for the recording, with your workspace name as the broadest option.

Create a public link for the meeting generates a link viewable by people who aren't logged in to Claap. Leave it off unless you have a specific reason to want it on.

Auto-share the meeting recap decides who receives the summary email:

If you'd rather your customers didn't receive an automatic email from Claap, this is the setting, and it's worth enforcing rather than leaving to individual preference.

Show with external viewers controls what someone outside your company actually sees when they open the recording, such as the recording together with the AI notes. Your internal analysis of a call and your customer's view of it don't have to be the same thing.

Pick a destination folder, and every meeting matching the trigger lands there automatically.

⚠️ Setting a folder changes what the sharing settings do. The folder's own permissions take over, so the access settings in the Auto-share block no longer apply. If you need specific access rules for these meetings, set them on the folder itself.

At the bottom sits Enforce automation, described in the product as Prevent members from overriding this automation with their personal preferences.

Off : the automation sets the default, and members can change it in their own Meeting preferences.

On : members see the settings in their Meeting preferences but cannot edit them. Your rule wins.

Turn it on when the rule exists for a compliance or privacy reason. Leave it off when it's a sensible default people can adapt to their own work.

Nothing applies until you click Save changes. Once saved, the rules propagate automatically to everyone affected, there's nothing for your team to do on their side.

A meeting wasn't recorded. Check in order: the person's calendar is connected; the meeting matches every filter in the trigger, not just one of them; no higher-priority automation caught it first; and the bot was admitted to the call. A bot that isn't let in produces no recording, however the automation is configured.

Someone says their personal setting is ignored. An automation matching their meetings has Enforce automation switched on. Their Meeting preferences will show the values without letting them change anything.

A rule seems to do nothing. Look at what sits above it in the list. A broader automation may be catching those meetings first.

Recordings aren't where expected, or the wrong people can see them. If the automation auto-adds to a folder, that folder's permissions are what applies. Check the folder itself, including whether it has an active public link.

Your changes had no effect. Check that Save changes was clicked.