# Meetings: the complete guide

Every rule for cadences, the meeting agent, agendas, notes, summaries, action items, meeting scores, privacy and lockdown in one place.

This guide holds every rule, default and limit for meetings in Brev. For step-by-step help, each section links to a short page.

## Cadences {#cadences}

- **Cadence**: A recurring meeting series from your connected calendar. One occurrence is a meeting, with its own page.
- **How cadences are added**: Brev creates them from your calendar's recurring meetings as it syncs. You can't create one by hand.
- **Sync now**: The round refresh button above the cadence list pulls calendar changes at once. Its tooltip reads 'Sync calendar events and update cadence frequencies'.
- **Calendars**: Google Calendar and Outlook.
- **Name and schedule**: Come from the calendar. Rename or reschedule the series there, and the cadence follows on the next sync.
- **Archived**: A cadence with no upcoming meetings. Hidden until you turn on Show archived. Past meetings keep their notes, recaps and artifacts. There is no delete button for a cadence.
- **Type**: Leadership Review, Department Review, 1:1, MBR, WBR, QBR, Team Review, Stand Up, All Hands, OKR Review, Retrospective, Cross Functional or Planning. Starts empty. Set by a role with Manage cadences (Owners and Admins by default). The chip on the cadence row isn't shown on phones. See [Set a cadence's meeting type](https://help.brev.io/set-a-cadence-type/).
- **Suggested type**: Brev may suggest a type from the title, schedule and attendee count. Only roles with Manage cadences see it. It is never applied on its own. Accept it with Use \<type\>, or click Dismiss suggestion.
- **Goal alignment by type**: Only checked types are matched to goals. Every type is checked except 1:1 by default. A meeting with no type counts as a 1:1 when its invite has one or two attendees. See [Goal alignment](https://help.brev.io/settings-ai-meeting-agent/#goal-alignment).
- **Teams**: Set from the Teams chip on a meeting page, by a role with Manage cadences (Owners and Admins by default).

## The meeting agent {#meeting-agent}

The meeting agent (notetaker) joins a call as a visible participant, records it, and produces the summary, action items and score.

- **Auto-join (your own setting)**: All my meetings, All internal meetings (every attendee on your org's email domain), or Opt-in Only. It changes only meetings you host, or with no Brev host.
- **Narrowing auto-join**: Cancels the agent on meetings it was set to join. Brev asks you to confirm and shows how many are affected.
- **Host priority**: When the host turns the agent on or off for a meeting, only the host can change it. Other attendees see the switch disabled with a note.
- **Cadence switch**: On the cadence's row. Applies to every upcoming meeting, skipping any the host locked. A cadence turned off stays off for meetings added later.
- **Meeting switch**: Schedule notetaker, in the notetaker pill's menu. Also on each upcoming meeting in the Meetings panel.
- **Notetaker pill states**: Such as 'Brev’s Notetaker scheduled', 'Brev’s Notetaker not scheduled', 'Recording in progress' and 'Recording completed'.
- **Record by link**: Record on the Cadences page sends the agent to a Zoom, Google Meet or Teams link. It joins when the meeting starts. Dispatch is disabled while your organization's AI is paused, or when the picked cadence has no upcoming or live meeting. See [Record a meeting from its link](https://help.brev.io/record-a-meeting/).
- **Agent name**: Up to 100 characters. Starts as the company name plus 'Goal Tracker'. Empty falls back to 'Brev Agent'. Set by a role that manages product settings (Owners and Admins by default).
- **Introduction Message**: Up to 415 characters, posted in the meeting chat when the agent joins. Set by a role that manages product settings. See [Name the meeting agent](https://help.brev.io/customize-the-meeting-agent/).

## Agendas {#agendas}

- **Where**: The Agenda section on a cadence meeting's Agenda tab. One-off meetings have no agenda.
- **Create with AI**: On an upcoming cadence meeting with an empty agenda, for anyone who can edit it. Doesn't need the agent. See [Create a meeting agenda with AI](https://help.brev.io/create-an-agenda/).
- **Progress**: Preparing agenda..., Generating agenda..., Agenda ready, or Generation failed.
- **Automatic agenda creation**: Off by default. A role that manages product settings turns it on in Meeting agent settings. Brev writes the agenda up to 48 hours before each cadence meeting with the agent scheduled, after the cadence's previous meeting has ended. See [Turn on automatic agendas](https://help.brev.io/automatic-agendas/).
- **Empty-agenda messages**: Let Brev handle your agenda (automatic is on, with Generate now). Create a meeting agenda (automatic is off, or no agent). No agenda for this meeting (the meeting is over).
- **Sources**: The meeting's context, attendees and recent transcripts. It uses only what every attendee could open. Private meetings, and meetings some of today's attendees weren't invited to, are left out. So are goals not every attendee can see.
- **Editing**: Add section (starts as 'New Section'), rename, drag to reorder, collapse, trash (no confirmation), and copy. See [Edit a meeting agenda](https://help.brev.io/edit-an-agenda/).
- **Regenerate**: Asks to confirm, then permanently replaces the agenda. Only before the meeting ends.
- **Saving**: Automatic, a couple of seconds after you stop typing. Read-only viewers see 'View only'.
- **Recap from Recent Meetings**: On an upcoming cadence meeting, a read-only recap of the cadence's recent meetings above the agenda.

## Notes {#notes}

- Every meeting has one shared set of notes. Everyone who can open it reads them, and anyone who can edit it can change them.
- Empty notes fill with the calendar invite's description (Google's description, Outlook's body). Typed notes are never overwritten.
- The toolbar has bold, italic, heading, lists, links and image upload. Paste or drag images in.
- See [Take shared meeting notes](https://help.brev.io/meeting-notes/).

## Summaries and recaps {#after-the-meeting}

- **Overview tab**: A past meeting with a recording or transcript opens on Overview, with its Summary. The summary's sub-headings vary by meeting.
- **Copy**: The copy button beside Summary (tooltip 'Copy summary') copies it and shows 'Summary copied to clipboard'.
- **Feedback**: Thumbs up and down under the summary, with an optional note.
- **No summary**: Summary Still Processing, No Summary Available, Notetaker did not join, Recording Failed, Recording Cancelled, or Hidden by meeting host.
- **Recaps**: Email and Slack recaps go to Host Only, Host & Brev Users or All Participants, per Meeting agent settings. Slack recaps are direct messages.
- **Recording retention**: Kept for as long as the meeting exists. Deleting the meeting deletes it.
- **Moved meetings**: If a running meeting is moved later, the original keeps its recording. The new time gets its own meeting and agent.

See [Read and copy a meeting summary](https://help.brev.io/meeting-summary/).

## Action items {#action-items}

- **Proposed owner**: Set only when the person named matches exactly one attendee. Otherwise the item is unassigned.
- **Agent mode**: A per-person setting on Actions, not per meeting. Approval (the default): Brev suggests items to approve. Agentic: Brev adds them. Manual: Brev never adds them.
- **Generated by Brev**: Suggestions waiting for you, in the meeting's Action items panel and on Actions. Check keeps, X dismisses. Keep all and Dismiss all sit in the group header, in the panel and on Actions. The panel's icon isn't shown on phones.
- **Awaiting others**: Hosts can keep or dismiss other people's pending suggestions from their meeting.
- **Hosts' edits**: A host can change any kept action from the meeting. Only its owner, their team admin or an org admin can delete it.
- **Upcoming meetings**: The Action items panel lists the whole cadence's action items.
- **Captured check-ins**: Offered as drafts on the relevant goals, if Suggested Check-ins is on.

See [Review action items from a meeting](https://help.brev.io/meeting-action-items/).

## Meeting scores {#scores}

A recorded meeting gets an Effectiveness score out of 100. It has five parts of 20 points, each split into 8, 6 and 6.

- **Goal alignment**: Goal Coverage (8), Goal Advancement (6), Goal Depth (6).
- **Decision velocity**: Resolution Rate (8), Clarity (6), Blocker Removal (6).
- **Execution**: Action Density (8), Strategic Relevance (6), Progress Review (6).
- **Accountability**: Owner Specificity (8), Due Date Clarity (6), Loop Closure (6).
- **Efficiency**: Time Leverage (8), Risk Surfacing (6), Topic Substance (6).
- **Where**: The Insights panel shows Effectiveness on a past meeting and Health on an upcoming one. Cadences Health on the Cadences page shortens the names to Alignment, Decisions, Execution, Accountability and Efficiency.
- **Sub-scores and reasoning**: Shown when you click a bar, with the Meeting Insights capability on.
- **Guidance**: Recommendations, anti-patterns and forward motion, in the Insights panel. Shown when Meeting Guidance is on for the organization and Brev has guidance for the meeting.
- **No score**: No Score Available (not recorded), Legacy Score (older version), No Metrics Yet (upcoming one-off meeting).

See [How meeting scores work](https://help.brev.io/meeting-scores/).

## Privacy, sharing and lockdown {#privacy}

- **Who can open a meeting**: Its organizer, invitees, and viewers and editors it's shared with. Org admins and owners, the cadence owner and the organizer can also open it from a link. Observers never get that extra access.
- **Viewers and editors**: Viewers read the full meeting. Editors also edit notes and the artifact, generate the agenda and toggle the agent. Neither gets the recap.
- **Who can share**: The meeting's host, the cadence owner and org admins add or remove viewers and editors, and reassign the host.
- **Host only**: A host switch in the notetaker menu. Hides the transcript, summary, score and guidance from everyone else. Recaps still go out.
- **Lock down meeting**: In the three-dot menu. Private to the privacy circle: the host, plus org admins and the owner who attended. Recaps go to the host only. Insights that referenced it are marked stale. See [Lock down a meeting](https://help.brev.io/lock-down-a-meeting/).
- **Lock limits**: Non-attending admins can't lock, unlock or view it, though they may see the menu entry. A host with the Observer role can't lock. If the whole circle loses access, the meeting stays sealed.
- **Unlock meeting**: Restores normal access. Stale insights stay stale until regenerated.

See [Meeting privacy](https://help.brev.io/meeting-privacy/).

## Meeting artifacts {#artifacts}

Each meeting's Artifact tab holds tile-based documents. Start one with Generate with AI, Templates or Start from scratch. See [Create a meeting artifact](https://help.brev.io/create-an-artifact/) and [Artifacts](https://help.brev.io/event-artifacts/).

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