Calendar sync for Nylas Notetaker

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

You can add calendar sync rules to a new or existing calendar by making a Create Calendar or Update Calendar request that includes the notetaker object. The following example sets Nylas to automatically add a Notetaker bot to any meetings on an existing calendar with between 3 and 10 participants.

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": "My Notetaker",
      "meeting_settings": {
        "video_recording": true,
        "audio_recording": true,
        "transcription": true
      },
      "rules": {
        "event_selection": ["internal","external"],
        "participant_filter": {
          "participants_gte": 3,
          "participants_lte": 10
        }
      }
    }
  }'

Set up Notetaker event sync

If you want to set up rules for a single event, you can make a Create Event or Update Event request that includes the notetaker_settings object.

When you set rules for a single event, Nylas doesn’t apply calendar-wide rules to it.

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": "My Notetaker",
      "meeting_settings": {
        "video_recording": true,
        "audio_recording": true,
        "transcription": true
      }
    }
  }'

Manually update Notetaker on event

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": "My Notetaker",
    "join_time": 1732657774,
    "meeting_settings": {
      "video_recording": true,
      "audio_recording": true,
      "transcription": true
    }
  }'

Manually remove Notetaker from event

Sometimes, you might have a meeting that meets your calendar’s rules, but you decide you don’t need to record the session. When this happens, you can make a Cancel Scheduled Notetaker request to remove the Notetaker bot from the meeting.

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.

curl --request DELETE \
  --url 'https://api.us.nylas.com/v3/grants/<NYLAS_GRANT_ID>/notetakers/<NOTETAKER_ID>/cancel' \
  --header 'Accept: application/json, application/gzip' \
  --header 'Authorization: Bearer <NYLAS_API_KEY>'

You can also make an Update Event request with an empty notetaker object to remove a Notetaker from the specified event.

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": {}
  }'

Remove Notetaker calendar sync

You can remove calendar sync rules on an existing calendar by making a 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": {}
  }'

Keep in mind

• If you manually add a Notetaker to an event that doesn’t match your calendar rules, it will remain active regardless of changes you make to your calendar rules.
• If you manually remove a Notetaker from an event, Nylas won’t create another Notetaker bot for that meeting.
• If you add rules to an event, Nylas ignores that event when evaluating your calendar rules.