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Using calendar sync with Nylas Notetaker

Notetaker calendar sync is available for Contract plans only.

Nylas can sync with your calendar and events to automatically invite Notetaker bots to your meetings.

How Notetaker calendar sync works

When you sync your calendar with Nylas, you can set rules that determine whether a Notetaker bot should be added to your meetings. For example, you can specify that a Notetaker bot should attend meetings with three participants or more. Nylas searches for events on your calendar that match your rules and schedules a Notetaker bot for any that it finds.

Nylas automatically checks events when you change them, and updates Notetaker bots as necessary (for example, by rescheduling a Notetaker to an event’s updated time). If you cancel an event that has an automatically created Notetaker bot, Nylas also cancels the Notetaker.

You can also add Notetaker to individual events that you want to record, or remove it from individual occurrences. When you manually add or update a Notetaker on an event, Nylas no longer evaluates that event against your calendar rules.

As Nylas maintains your Notetaker bots, it sends webhook notifications to inform you about any changes.

Set up Notetaker calendar sync rules

When you make a Create Calendar or Update Calendar request, you can include the notetaker object to set up calendar sync rules for your Notetaker bots. You can configure two sets of rules to control when Notetaker bots automatically join events: event selection rules, and participant filter rules.

Set up event selection rules

When you set up calendar sync, you can pass rules.event_selection in your request with the following options:

  • all: Automatically join all events with video conferencing links.
  • external: Automatically join events where the host’s email domain is different from the participants’ (for example, meetings with external clients or partners).
  • internal: Automatically join events where all participants share the same email domain (for example, all participants’ email addresses have the @nylas.com domain).
  • own_events: Automatically join events where the organizer’s email address matches the email address associated with the grant in use.
  • participant_only: Automatically join events where the user is in the participant list, but isn’t the organizer.

When you specify multiple event selection rules, Nylas evaluates them as OR conditions. For example, "event_selection": ["internal", "own_events"] adds a Notetaker bot to events where all participants share the same email domain, or events where you’re the organizer.

Set up participant filter rules

When you set up calendar sync, you can pass rules.participant_filter in your request with the following options:

  • participants_gte: Automatically join events with more participants than the specified number.
  • participants_lte: Automatically join events with fewer participants than the specified number.

When you specify multiple participant filter rules, Nylas evaluates them as AND conditions. For example, "participant_filter": ["participants_lte": 3, "participants_gte": 10] adds a Notetaker bot to events with between 3 and 10 participants.

Nylas evaluates participant filter rules alongside any event selection rules. For example, the following Update Calendar request tells Nylas to add Notetaker bots to events with between 3 and 10 participants, where either the participants all have the same email address domain, or you’re the owner.

curl --request PUT \
  --url 'https://api.us.nylas.com/v3/grants/<NYLAS_GRANT_ID>/calendars/<CALENDAR_ID>' \
  --header 'Accept: application/json, application/gzip' \
  --header 'Authorization: Bearer <NYLAS_API_KEY>' \
  --header 'Content-Type: application/json' \
  --data '{
    "notetaker": {
      "name": "Leyah's Notetaker",
      "meeting_settings": {
        "video_recording": true,
        "audio_recording": true,
        "transcription": true
      },
      "rules": {
        "event_selection": ["internal", "own_events"],
        "participant_filter": {
          "participants_gte": 3,
          "participants_lte": 10
        }
      }
    }
  }'

If you don’t specify participant filter rules, Nylas adds a Notetaker bot to any event matching your event selection rules.

Remove Notetaker calendar sync rules

You can remove calendar sync rules from an existing calendar by making an Update Calendar request with an empty notetaker object.

curl --request PUT \
  --url 'https://api.us.nylas.com/v3/grants/<NYLAS_GRANT_ID>/calendars/<CALENDAR_ID>' \
  --header 'Accept: application/json, application/gzip' \
  --header 'Authorization: Bearer <NYLAS_API_KEY>' \
  --header 'Content-Type: application/json' \
  --data '{
    "notetaker": {}
  }'

Set up Notetaker event sync

If you want to add a Notetaker to a single event, you can make a Create Event or Update Event request that includes the notetaker object.

When you set a Notetaker for a single event, Nylas doesn’t apply calendar-wide rules to it. The event-specific settings take precedence.

curl --request PUT \
  --url 'https://api.us.nylas.com/v3/grants/<NYLAS_GRANT_ID>/events/<EVENT_ID>?calendar_id=<CALENDAR_ID>' \
  --header 'Accept: application/json, application/gzip' \
  --header 'Authorization: Bearer <NYLAS_API_KEY>' \
  --header 'Content-Type: application/json' \
  --data '{
    "notetaker": {
      "name": "Finance Meeting Notetaker",
      "meeting_settings": {
        "video_recording": true,
        "audio_recording": true,
        "transcription": true
      }
    }
  }'

Update scheduled Notetaker bot

You can make an Update Scheduled Notetaker request to update an automatically created Notetaker bot.

curl --request PATCH \
  --url 'https://api.us.nylas.com/v3/grants/<NYLAS_GRANT_ID>/notetakers/<NOTETAKER_ID>' \
  --header 'Accept: application/json, application/gzip' \
  --header 'Authorization: Bearer <NYLAS_API_KEY>' \
  --header 'Content-Type: application/json' \
  --data '{
    "name": "Updated Notetaker",
    "join_time": 1732657774,
    "meeting_settings": {
      "video_recording": true,
      "audio_recording": false,
      "transcription": true
    }
  }'

Remove scheduled Notetaker bot from event

Sometimes, you might have an event that meets your calendar rules, but you decide you don’t need to record the session. You can either…

Nylas excludes events with manually updated Notetaker bots from your calendar sync rules. This means that if you cancel a Notetaker, Nylas won’t create another bot for the meeting, even if the event matches your rules.

Keep in mind

Keep the following information in mind as you work with Notetaker’s calendar sync features:

  • There are no explicit limits on the number of calendar sync rules you can use, but complex rulesets might affect performance.
  • Nylas re-calculates which events match your calendar sync rules when you update those rules, even on events where you manually added or updated a Notetaker bot.
  • Calendar sync rules apply to each occurrence of recurring events independently.
  • If you manually update a Notetaker bot on a single occurrence of a recurring event, Nylas doesn’t modify the other occurrences in the series.