AI Notepad FAQ
Answers to common setup and operating questions about AI Notepad.
For what the app is and how to set it up from scratch, see the
AI Notepad Overview.
Setup
Do I need to configure anything before my team can use AI Notepad?
Enable the app from your Apps Marketplace and confirm the AI processing enabled toggle is on in AI Notepad Settings. Both default to on, so most tenants can start using the app immediately after licensing. If you plan to import Zoom recordings, you also need to connect a Zoom integration under Admin > Integrations first — AI Notepad Settings will prompt you if one is missing.
Who can access the Settings page and import recordings?
Business admins and AI Notepad app admins can reach Settings and the Zoom recording import page. Managers can create automations and view analytics. All other users can create meetings, notes, and templates but cannot change app settings.
Permissions and access
Who can see a meeting or notebook I created?
By default, only you. Meetings and notebooks are visible to their creator and to anyone they have been shared with. Sharing a notebook also grants access to every meeting inside it. The Sharing feature must be enabled in Settings (on by default).
What sharing permission levels are available?
Three levels: Viewer (read-only), Editor (can modify content), and Owner (full control including delete). Only the creator or someone with Editor access can manage sharing. Editors can modify the meeting but cannot delete it — only the creator can delete.
My employee says they can’t see the Chat tab — what happened?
The Chat tab appears only when Meeting Chat is enabled in Settings. If you turned that toggle off, no user will see the tab. The same pattern applies to other feature toggles — each one controls whether the corresponding surface is visible to all users.
Day-to-day
What file types can I upload, and how large can they be?
Accepted formats are MP3, MP4, WAV, M4A, WebM, OGG, MOV (audio/video), plus PDF, VTT/SRT captions, and plain text or Markdown. The default maximum upload size is 500 MB. You can set it anywhere from 10 MB to 2,000 MB in Settings.
What happens after someone uploads a recording?
If Auto-Process Uploads is on (the default), AI processing starts automatically — the meeting moves through transcription, chunking, and summarization. When processing completes, the owner receives a notification that their notes are ready. If Auto-Process is off, the recording is stored but no AI work begins until the user manually triggers it.
How do automations work, and who can create them?
Managers and above can create automations that fire when processing completes. Four action types are available: create tasks (pushes action items into the Tasks app), post summary to a webhook, notify attendees (emails the meeting summary to internal attendees), and assign a Practice Hub scenario. Each automation can be scoped to a specific source type or template.
Can users set a personal default template?
Yes. On the Templates page, any user can mark a template as their personal default. That template is automatically applied when they create a new note. Admins can also set a business-wide default template in Settings, which applies when a user has not chosen their own.
How does cross-meeting chat work?
Users can ask AI a question scoped to a single meeting, a notebook, a hand-picked selection of meetings, a date range, or all their accessible meetings. The assistant retrieves relevant passages across the selected scope and answers with citations that link back to the source meeting.
When something looks wrong
“My recording has been processing for a long time — is it stuck?”
Processing time scales with file size. A small recording is typically ready within a few minutes; a 500 MB file can take considerably longer. The system treats a meeting as stuck only after a grace period proportional to the upload size (capped at 60 minutes). Once that threshold passes, a Reprocess button appears so the user can retry. If reprocessing also fails, the meeting shows an error message with the reason.
“I uploaded a file but nothing happened — no transcript, no summary.”
Check two things. First, confirm AI processing enabled is on in Settings. When it is off, uploads are stored but never processed. Second, confirm Auto-Process Uploads is on. If it is off, the user must manually start processing from the meeting page.
“I assigned an action item to someone but they didn’t get a notification.”
Notifications fire only on a deliberate assignment change — not during the initial AI extraction. When a meeting is first processed, the AI fuzzy-matches speaker names to attendees, but these bulk assignments do not trigger notifications. The assignee is notified only when someone explicitly changes the assignment afterward. Also, assigning an item to yourself does not send a notification.
“The daily accountability digest isn’t arriving.”
The Daily accountability digest toggle is off by default. Turn it on in Settings. The digest is sent as part of the platform’s daily digest job, so it follows the same delivery schedule. Users must have at least one pending action item to receive it.
Licensing and limits
Does AI Notepad require a licence?
Yes. AI Notepad requires a licence and is enabled per-tenant by an administrator. It is not on by default.
Are there limits I should know about?
| Item | Default | Configurable range |
|---|---|---|
| Maximum upload file size | 500 MB | 10–2,000 MB |
| Data retention period | 365 days | 30–3,650 days |
| Chat message length | 5,000 characters | Not configurable |
| Meeting title length | 500 characters | Not configurable |
| Notebook title length | 255 characters | Not configurable |
| Notebook description length | 2,000 characters | Not configurable |
How does the data retention policy work?
Meetings older than the configured retention period become eligible for cleanup. The default is 365 days and you can set it from 30 to 3,650 days in Settings. A background job processes each business and deletes eligible meetings in batches. Adjusting the retention period affects all existing meetings, not just future ones.
Can I connect Zoom, Microsoft Teams, or Google Meet?
Zoom is the only connected provider today. You can import Zoom cloud recordings manually from the recording import page, or automatically via webhook when a recording completes. Microsoft Teams and Google Meet import are not yet available — for those providers, upload the recording file directly.
More help
- AI Notepad Overview
- Ask AI — the assistant answers AI Notepad questions from these articles.