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Web Meeting Bot joins supported online meetings, records the meeting audio for transcription, creates meeting logs, and can share live captions or translation with listeners.

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Supported Meeting Platforms

  • Zoom
  • Google Meet
  • Microsoft Teams

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Open Web Meeting Bot

Go to Meeting Logs > Web Meeting Bot. The page has five main tabs:
TabPurpose
ScheduleCreate a manual bot session from a meeting URL.
UpcomingCheck scheduled manual or calendar sessions.
LiveMonitor bots that are joining, waiting, recording, uploading, or processing.
HistoryReview completed, failed, canceled, or expired sessions.
IntegrationConnect Google Calendar or Outlook Calendar for automatic scheduling.

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Schedule A Bot Manually

  1. Open Schedule.
  2. Paste the Zoom, Google Meet, or Microsoft Teams meeting URL.
  3. Add an optional title and start time.
  4. Select the first language and, if needed, a second language for translation.
  5. Optionally enable listener password protection, session transcription history, realtime speech analysis, and a realtime GPT task.
  6. Choose the meeting log view permission.
  7. Click Schedule bot.
Web Meeting Bot Schedule tab with manual meeting URL, language, listener, realtime AI, and permission settings

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Calendar Integration

Connect Google Calendar or Outlook Calendar in the Integration tab. VoicePing can detect supported meeting links in upcoming calendar events and prepare bot sessions automatically. For a connected calendar, turn on Auto-join calendar meetings, set the default bot name, languages, listener password, text-to-speech, realtime GPT task, realtime speech analysis, session transcription history, and default meeting log view permission. Use Check now to refresh upcoming calendar meetings.
Web Meeting Bot Integration tab with Google Calendar connected, Outlook Calendar integration, and default meeting settings
Calendar sessions use the calendar event window. Manual sessions reserve the duration you set when scheduling.

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Live Sessions And Listener Access

The Live tab lists active bots. Use Copy listener link to share the listener page, Setting to adjust languages and listener options, or Kick out bot to remove a bot from the meeting.
Web Meeting Bot Live tab settings modal with languages, listener access, password, transcript history, and realtime GPT task
When listener access is enabled, invitees can open a browser link to view live transcription and translation. You can protect the link with a password and decide whether listeners can keep transcript history in local storage.

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Statuses

Common bot statuses include:
  • Scheduled - waiting for the scheduled start time
  • Launching / Joining - bot is starting and opening the meeting
  • Waiting for admit - the meeting host must admit the bot
  • Recording - bot is in the meeting and capturing audio
  • Uploading / Transcribing / Diarizing / Summarizing - post-processing is running
  • Completed - transcript and summary are ready
  • Failed / Canceled - session did not complete

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Limits

Workspace live bot limits are set by plan: Free 1, Small 3, Premium 5, Enterprise 10. The app shows the current workspace limit. Free workspaces also have a limited number of monthly bot join attempts.

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Bot Video

During the online meeting, the bot appears as a meeting participant. When bot video is available, it can show the VoicePing listener screen so participants can open listener access from the meeting itself.
Google Meet with the VoicePing Web Meeting Bot participant and listener QR video screen
After the meeting, open bot video from the Web Meeting Bot recording or meeting log. Bot video can be processing, ready, expired, canceled, failed, or unavailable. Download needed video before the retention period ends.

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Troubleshooting

  • If the bot waits in the lobby, admit it from the meeting host account.
  • If Zoom passcode or permission settings are wrong, update the meeting URL and reschedule.
  • If a calendar event is missing, confirm Google or Outlook integration is connected and the event contains a supported meeting URL.
  • If the workspace is at its live bot limit, wait for another bot to finish or kick out an active bot before scheduling another live session.