Section 3C: Controlling Which Meetings Get Recorded

Content Type: FAQ

3.7 Does Lightfield record all my calendar events?

No — Lightfield is selective by default.

Recorded by default

• External meetings (at least one attendee from outside your company)

• Meetings on Zoom, Google Meet, or Teams

• Meetings where you are an organizer or invitee

Not recorded by default

• Internal meetings (all attendees share your domain)

• Meetings on unsupported platforms

• Meetings where all attendees are from a Do Not Track domain

• Calendar blocks, reminders, or events without a video conferencing link

• Meetings organized by someone outside your workspace that you haven't accepted — accept the invitation so the contacts are created and the notetaker joins

To customize: Change auto-recording behavior in Settings → Account → Recording, and manage excluded domains in Settings → Mail and Calendar → Do Not Track.

3.8 How do I control which meetings get transcribed?

At the workspace level (admins)

• Enable or disable recording in Settings → Workspace → Recording

• Customize the recorder's display name and profile image — useful for compliance contexts where you want to show a legal disclaimer

At the user level

• Enable or disable personal recording in Settings → Account → Recording

• Choose between auto-recording all external meetings or manually inviting the bot to each call

On a per-meeting basis When the notetaker appears in the waiting room, admit or deny it. Denying prevents recording for that specific meeting. If nobody admits the notetaker, it waits about 20 minutes and then leaves. You can upload notes afterward (see 3.2).

For compliance-sensitive calls

• Display a legal disclaimer as the notetaker's profile image (Settings → Workspace → Meetings)

• Inform participants at the start of the call that it will be recorded

• If they decline, dismiss the bot from the waiting room

This approach is used by Lightfield customers in financial services and insurance.