Track and record internal meetings

Lightfield can track and record internal meetings - meetings where all participants belong to domains added under your workspace settings. Deal reviews, pipeline syncs, and internal strategy calls can flow into the CRM the same way customer-facing meetings do, generating summaries and suggestions automatically.

What counts as an internal meeting

An internal meeting is one where every participant is on a domain you've added to your workspace. The opposite is an external meeting, which has at least one participant from outside your workspace.

Lightfield tracks tracking and recording separately. Tracking means the meeting flows into the CRM with a summary and suggestions. Recording means Lightfield sends a bot to capture audio and transcript. You can track without recording, but you can't generate a summary without a transcript - so meetings that are tracked but not recorded won't have summaries unless you record them manually.

Plan availability and permissions

Internal meeting tracking is available to all workspace members.

Recording requires the workspace admin to turn on Enable recording with Lightfield in workspace settings. If that toggle is off, no meetings are recorded regardless of individual preferences.

Control which meetings are synced to the CRM

Calendar sync is configured per connected account in Settings → Mail and Calendar.

Under each connected account, use the Calendar sync dropdown:

• All meetings - tracks any meeting with at least 2 participants, or any meeting booked with a meeting URL. This includes internal-only meetings.

• External meetings only - only tracks meetings that include at least one participant outside your workspace.

When an internal meeting gets tracked

An internal meeting is tracked in the CRM when both of these are true:

• At least one attendee has Calendar sync set to All meetings

• The meeting has at least 2 attendees

Changing your Calendar sync setting triggers a reprocess of existing meetings. Previously untracked internal meetings may start appearing in the CRM shortly after saving.

Control how meetings are recorded

Set your default recording preference in Settings → Recording.

• Record all meetings (default) - Lightfield sends a bot to record all meetings you participate in.

• Record external meetings only - Lightfield only records meetings with at least one external participant.

• Don't record - no bot is sent by default. You can still record individual meetings directly from the meeting page.

Recording settings can be overridden per meeting from the meeting page.

Track without recording

If you want to sync internal meetings to the CRM but only record them selectively, set Calendar sync to All meetings and keep Recording set to Record external meetings only. Internal meetings will appear in the CRM without a bot. You can manually start recording on any individual meeting from the meeting page.

When attendees have different recording preferences

Lightfield uses the most permissive setting among workspace members in the meeting. If one person has Record all meetings and another has Don't record, the meeting is recorded.

What happens after an internal meeting

Once a meeting is tracked and its transcript is processed, Lightfield runs the same post-meeting pipeline used for external meetings.

Summary - a summary is generated and attached to the meeting record in the CRM, covering key discussion points and action items.

Suggestions - Lightfield identifies which accounts and opportunities were mentioned in the conversation. For each resolved account or opportunity, it generates:

• Suggested field updates - proposed changes to account or opportunity fields based on what was discussed (next steps, deal stage signals, contact details, and so on)

• Suggested tasks - follow-up tasks for your team to review and accept

Lightfield is conservative on suggestions. Only high-confidence mentions drive them, so passing references won't generate noise.

Keep part of a meeting off the record

If you want control over exactly when the Lightfield bot joins - for example, to keep a confidential portion unrecorded - enable a Waiting Room on your conferencing platform and admit the bot only when you're ready.

• Zoom: Host controls → Security → Enable Waiting Room

• Google Meet: Host controls → turn off Quick access (guests must knock)

• Microsoft Teams: Meeting options → Who can bypass the lobby

If the bot is never admitted, the meeting won't be recorded. It can still be synced to the CRM if it meets the eligibility criteria above.

Common questions

What's the difference between tracking and recording?

Tracking means the meeting appears in the CRM with metadata about who attended and when. Recording means Lightfield sends a bot to capture audio and transcript, which is what enables summaries and suggestions. You can track without recording, but you'll need a transcript to get a summary.

Will changing my Calendar sync setting affect past meetings?

Yes. Switching to All meetings triggers a reprocess of existing meetings. Previously untracked internal meetings may start appearing in your CRM shortly after saving.

What if my workspace doesn't have recording enabled?

Reach out to your workspace admin. Recording requires Enable recording with Lightfield to be turned on in workspace settings before any individual preferences take effect.

Can I track internal meetings without my teammates seeing them?

No. Once a meeting is tracked, it follows your workspace's standard visibility rules. If you need to keep a meeting private, set Calendar sync to External meetings only for that account, or use a personal calendar that isn't connected to Lightfield.

Do recording preferences from external participants affect internal meetings?

No. Internal meetings only have workspace participants, so only workspace recording preferences apply. The most permissive setting among attendees wins.

Can I record an internal meeting after it happens?

No. Recording requires the bot to be present during the meeting. If you want a transcript, the bot needs to join while the meeting is live.

What conferencing platforms are supported?

Zoom, Google Meet, and Microsoft Teams.