Recording bots and capture · Autessa Meeting Recorder
Bot email and identity
Autessa Meeting Recorder lets you choose how your meeting bot shows up. The recommended Autessa-hosted address works in seconds; advanced options connect a mailbox in your own Google Workspace or Microsoft 365, or put the bot on your own subdomain, such as notetaker@bot.your-company.com, after a guided DNS check.
The problem
An unknown notetaker address looks like a stranger at the meeting
Some companies are happy with a hosted address. Others want the recorder to look like part of the team, or need invites to stay inside their own domain. Meeting Recorder offers all three paths from the same create screen, with the simplest one recommended so most people never think about it.
What you get
- Autessa-hosted address: an address like yourname-xxxxxx@bot.autessa.com, ready instantly, with a preview of the address before you create the bot.
- Workspace mailbox: create a mailbox such as notetaker@your-company.com in Google Workspace or Microsoft 365, then sign in to it once so the bot joins as a member of your team.
- Your own subdomain: use an address on a subdomain you control, such as bot.acme.com, with any mailbox name you choose.
- The subdomain setup shows the exact MX, DKIM and SPF records to publish, each with a Copy button.
- Verify and finish checks each record and shows a checklist: MX record points to the mail service, the domain is verified, the receiving rule is installed, and the bot is ready.
- A bot waiting for DNS stays in setup until it verifies, and you can delete a half-finished bot at any time.
How it works
How does bot email and identity work?
- 1
Start with the recommended option
The create screen recommends the Autessa-hosted address, which works in a few seconds. Most people stop here.
- 2
Or open advanced options
Show advanced options reveals two more ways: connect a mailbox from your Google Workspace or Microsoft 365, or use your own subdomain.
- 3
Connect a mailbox
Pick Google Workspace or Microsoft 365, click Connect, and sign in with the mailbox you want the bot to use in the window that opens.
- 4
Or set up a subdomain
Enter a mailbox name (lowercase letters, digits and . _ + -) and a fully qualified subdomain. After you create the bot, publish the MX, DKIM and SPF records shown.
- 5
Verify
Give DNS a few minutes, then click verify. Each check turns green as it passes, and the bot is ready to record when they all do.
Every option
The three identity options
| Option | What it does |
|---|---|
| Autessa-hosted (recommended) | An address like yourname-xxxxxx@bot.autessa.com. The exact six-character suffix is assigned when you create the bot. Zero setup. |
| Google Workspace or Microsoft 365 mailbox | Sign in to a mailbox your company owns, such as notetaker@your-company.com. The bot joins as that mailbox. |
| Your own subdomain | A mailbox name plus a fully qualified subdomain, such as bot.acme.com. Requires DNS records. |
| DNS records shown | One MX record, DKIM records and an SPF record, each with a name, type and value to copy. |
| Verification checklist | MX record found, domain verified, receiving rule installed, bot pipeline ready. Errors are listed in plain language. |
Permissions
Who can do what?
| Who | Can |
|---|---|
| Bot creator | Choose the identity when creating a bot, connect the mailbox, and run DNS verification. |
| Your DNS or IT admin | Publish the MX, DKIM and SPF records for the subdomain option. |
| Anyone with Admin on the bot | Delete a bot that is still waiting for DNS. |
Connected
How it connects to the rest of Meeting Recorder
MEETING RECORDER
Named recording bots
The identity is chosen as the second step of creating a bot.
MEETING RECORDER
Invite the bot by email
Whichever identity you choose, that is the address you invite.
MEETING RECORDER
Alerts, health and usage
Mailbox connections are checked hourly so the bot keeps working.
FAQ
Questions about bot email and identity
Which identity should I choose?
Start with the Autessa-hosted address unless you have a reason not to. It works in seconds. Choose a Workspace mailbox if you want the bot to be a member of your own team, or your own subdomain if invites must stay on your domain.
How long does subdomain verification take?
Usually a few minutes after you save the DNS records, depending on how fast your DNS provider publishes them. You can run verify again as often as you like; each check shows whether it passed.
Can I change a bot's email later?
The identity is chosen when the bot is created. To use a different address, create a new bot with the identity you want.
100% customizable, code and all
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Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
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