How to Invite Gabii to Record a Meeting

Learn how to set up Gabii — Govenda's AI recording assistant — to join your video conference, record the meeting, and generate a transcript. 

Before you start

• Your organization must have the Gabii AI feature enabled on your subscription.
• Gabii AI must be turned on in your company settings.
• You need the meeting's video conference URL and passcode (if the meeting requires one).

Setting up a recording

1. Go to Meetings and open the meeting you want to record.
2. Navigate to the Media tab.
3. You'll see the Gabii invitation panel.

Entering the meeting link

1. Enter the meeting URL — this must be a direct link to your video conference (Zoom, Teams, Webex, etc.). Use the full URL starting with https://. Shortened links (like bit.ly) may not work.
2. If the meeting requires a passcode, enter it in the passcode field. Make sure this is correct — an invalid passcode will prevent Gabii from joining.

Choosing the recording type

Select what you want Gabii to capture:

• Video and Transcript — records video/screen and generates a text transcript
• Audio and Transcript — records audio only and generates a text transcript
• Transcript Only — generates a text transcript without recording audio or video

Scheduling vs. Invite Now

Schedule: Gabii will automatically attempt to join the meeting at the scheduled start time.

Invite Now: Gabii will attempt to join the meeting immediately. Use this when a meeting is already in progress. 

Note: You must check the box to Agree to recording terms for Gabii to record

During the recording

• When the meeting starts, admit Gabii from the waiting room immediately — it will time out after 15 minutes if not admitted.
• You can pause and resume the recording during the meeting.
• You can stop the recording early if needed.
• Only one Gabii recording can run per meeting at a time.
• You can view a live transcription while the meeting is being recorded.

After the recording

You'll receive a notification when processing is complete: "Your recording/transcript has completed processing and is available to view."

The transcription will be available in the meeting's Media tab. From there, you can generate AI-powered meeting minutes in the Minutes tab.

Tips for success

• Always double-check the meeting passcode before the meeting starts.
• Make sure your video conference platform allows external participants like Gabii.
• If the meeting uses a waiting room, someone must be ready to admit Gabii right away.
• Test with a short trial meeting first if it's your organization's first time using Gabii.