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.

Zoom Settings Checklist

1. Ensure Local Recording Is Enabled

If Local Recording 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 Local Recording 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. 

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.