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 Admin → Apps → All Apps and confirm the AI processing & Ask AI agent toggle is on in AI Notepad Settings. That toggle is on by default, so most tenants can start using the app as soon as it is licensed and enabled. If you plan to import Zoom recordings, you also need to connect a Zoom integration under Admin > Organization > 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. By default, importing Zoom recordings and creating automations are also for admins and app admins, and analytics is for managers and above; an admin can change each of these under Settings → Who Can Do What. 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?
The person who created a note owns it. From the Share dialog they give each person Viewer (read-only) or Editor (can change the content). The owner can always manage sharing and move the note between notebooks; Editors can do so only when an admin turns on Editors can pass a note on in AI Notepad Settings (off by default). The person who created a note can delete it — it goes to Recently Deleted, where it can be restored for 30 days. Editors cannot delete it.
My employee says they can’t see the Chat tab — what happened?
The Chat tab appears only when Meeting Chat and AI processing & Ask AI agent are both on in Settings. If either is off, no user will see the tab. Inside a note, the Chat tab also waits until the note has finished processing. 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 shows Pending, then Processing, and the status disappears when the notes are ready. 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 someone opens it and chooses Start processing.
How do automations work, and who can create them?
By default, admins and app admins create automations; an admin can let others create them under Settings → Who Can Do What. An automation fires when processing completes and can create tasks (pushes action items into the Tasks app), email the summary to the meeting’s attendees who can already open the note, and — when Practice Hub is available — assign a Practice Hub scenario to the meeting owner. Each automation can be scoped to a specific source type, template, or notebook.
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, the note shows Stuck and a Retry processing button appears. If processing fails, the note shows Failed with the reason and the same Retry processing button. If it shows Not started, automatic processing is off in Settings: open the note and press Start processing.
“I uploaded a file but nothing happened — no transcript, no summary.”
Check two things. First, confirm AI processing & Ask AI agent 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, an upload waits until someone opens it and chooses Start processing.
“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 transcript says Speaker A instead of the person’s name.”
Speakers are told apart only on calls captured by the desktop app with cloud transcription, and Zoom imports keep Zoom’s own speaker names. An uploaded recording is transcribed without speaker labels. The desktop capture hears the other side of the call as one stream, so it labels the voices it can separate (Speaker A, Speaker B) without knowing who they are. When the conversation itself shows who someone is (they introduce themselves, or someone thanks them by name) and they are on the meeting’s calendar invite, the Transcript tab suggests the name and quotes the words that show it. The user accepts or dismisses each suggestion, or clicks a speaker’s label to type a name. After a speaker is named, Update notes with these names rewrites the summary and action items with the new names. The transcript itself is not re-run.
“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, or 0 to keep notes forever |
| Uploaded recording retention | 30 days | 1–365 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?
Each night, notes older than the configured retention period move to Recently Deleted — transcript, summary, notes, and recording. They can be restored from there for 30 days, then they are permanently deleted. The default is 365 days; you can set it from 30 to 3,650 days, or enter 0 to keep notes forever. Adjusting the retention period affects all existing notes, not just future ones.
Uploaded recordings have their own, shorter limit (30 days by default, under Desktop Capture & Transcription in Settings). When it passes on a note that has finished processing, the recording itself is deleted and cannot be restored; the transcript, summary, and notes are kept. A recording whose note never finished is kept, so it can still be retried.
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.