Prior to running your first meeting with OnBoard's Automated Minutes, you'll want to ensure that your Zoom and Teams' settings are configured to allow the OnBoard Recording Assistant to record and transcribe the meeting. 

Review the checklists below for both Zoom and Teams.

Update Existing Remote Meeting Links

If a Zoom or Teams meeting was added to a meeting's details before Automated Minutes was enabled for your account, the meeting will not be automatically set to record.

To schedule the OnBoard Recording Assistant for upcoming meetings already configured with a Zoom or Teams account, follow these steps after Automated Minutes is activated for your organization:

1. Copy all existing remote meeting information with the copy buttons, and paste it to a text editor.
2. Select "Remove Zoom/Teams Video Meeting" or manually delete the remote meeting fields, and select "Close" or "Save Changes."
3. Select "Setup Remote Meeting" and copy and paste the information within the fields of the "Configure Manually" section and save changes.

Once update the OnBoard Recording Assistant will be scheduled to record the meeting.

Zoom Settings Checklist

1. Ensure Record to Computer Files is Enabled

If Record to Computer Files is disabled in your Zoom Settings, the OnBoard Recording Assistant will fail to record.

• Go to your Zoom Settings.
• Navigate to the Recording settings.
• Ensure Record to computer files is toggled on.

NOTE: If updating these settings while currently in a Zoom meeting, you will need to restart the Zoom meeting for the changes to take effect.

2. Enable Participant Recording

For the OnBoard Recording Assistant to record the Zoom meeting, participants will need to have recording permissions enabled. 

• Go to your Zoom Settings.
• Navigate to the Recording settings.
• Under Who can request host permission to record, ensure that both Internal meeting participants and External meeting participants are checked.

NOTE: If updating these settings while currently in a Zoom meeting, you will need to restart the Zoom meeting for the changes to take effect.

3. Ensure Automated Captions Are Enabled

Captions will need to be enabled so that the OnBoard Recording Assistant can create the transcription. 

• Go to your Zoom Settings. 
• Navigate to the Meeting settings.
• Within In Meeting (Advanced) settings, ensure that Automated captions are toggled on.

NOTE: If updating these settings while currently in a Zoom meeting, you will need to restart the Zoom meeting for the changes to take effect.

4. Enabling OnBoard Recording Assistant During a Zoom Meeting

Host Granting Permission to Record

During a Zoom meeting, the OnBoard Recording Assistant will need to request permission to record. The Zoom meeting host will need to be present to grant the OnBoard Recording Assistant permission to record. 

NOTE: If you're re-using a Personal Meeting ID (PMI) for multiple meetings and check 'Apply these permissions to all future requests in this meeting' while denying the OnBoard Recording Assistant permission to record, it will be blocked from joining future meetings using that PMI.

If this occurs, you will need to change the Personal Meeting ID, re-add it to future OnBoard Meetings, and approve the request for the OnBoard Recording Assistant to join.

Ensure Local Recording is Enabled

If local recording is disabled within the settings of the meeting, the OnBoard Recording Assistant will be unable to record. To ensure it's enabled:

• In a Zoom meeting, navigate to Host Tools in the menu.
• Ensure Request to record to computer is checked.

Ensure Closed Captioning is Allowed

If the OnBoard Recording Assistant is not generating a transcript in Zoom, meeting captions may be disabled. 

To enable meeting captions:

• Select the caret on Show Captions.
• Navigate to Host Caption Control Settings.

• Then, enable the setting called Allow Closed Captioning for this meeting

Teams Settings Checklist

1. Ensure Attendees Are Identified in Meeting Captions and Transcripts

Meeting attendees will need to allow for Teams to identify them in meeting captions and transcripts, or their name will not appear in the Automated Minutes transcript.

If you notice that an attendee's names are not appearing in a transcript, instruct them to:

• Navigate to Settings in Teams.
• Select Captions and Transcripts.
• Ensure that Automatically identify me in meetings captions and transcripts is toggled on.

Note:  This setting is on by default. We recommend that meeting admins inform invitees to enable the setting in advance if they have previously turned it off.

HIPAA - Security Enabled Zoom Accounts

Certain HIPAA-compliant Zoom accounts with older Business Associate Agreements (BAAs) may not have access to automated captions. To enable automated captions, an updated HIPAA-compliant agreement may be required.

To update your agreement, please contact your Zoom Account Executive.

Important: Signing a new BAA does not automatically update your account settings. After completing the agreement, ensure automated captions are enabled in your Zoom account settings.

Non-Compatible Zoom Configurations and Features

Non-Compatible Zoom Configurations

The following Zoom configurations are not compatible with Automated Minutes:

• OnZoom Events
• Zoom Gov
• Zoom Rooms
• VDI Client

Non-Compatible Zoom Features

The following Zoom features are not compatible with Automated Minutes:

• Language Interpretation
• Cursor Capture