How does automated meeting attendance work in Sally AI?

Sally can join your meetings on her own, without an invitation, provided your calendar is connected and your participation mode allows it.

This is especially useful if you want Sally to attend recurring or routine meetings without having to invite her each time.

Quick navigation

1. How it works
2. Participation modes explained
3. When Sally is not let in
4. Tip for manual control

1. How does Auto-Join work?

Two things have to be in place before Sally joins on her own:

1. Your calendar is connected to Sally.
2. Automatic meeting attendance is set to any mode other than "Never automatically".

You'll find the setting in the bottom left corner under Settings.

Figure 1: Open the Sally settings

Then select Meeting assistant, open Bot settings, and expand the Automatic meeting attendance section. Sally joins your meetings according to the participation mode you choose here.

Figure 2: Choose your automated meeting attendance settings

Info

As an owner or admin you can apply the selected mode to your whole company with Set organization-wide. Members cannot do that. The section then shows the Organization-wide label.

2. What participation modes are available?

2.1. In every meeting

Sally automatically joins every meeting on your connected calendar, regardless of who the participants are or which domains they belong to.

When is this useful?

Perfect if Sally should take notes in every meeting, internal or external, so nothing slips through and you never have to invite her by hand.

2.2. Only in internal meetings

Sally only joins meetings in which all participants have a domain marked as internal. As soon as one participant uses a different domain, the meeting counts as external.

Which domains count as internal?

The domains of your members are added as internal automatically. Freemail providers such as gmail or gmx are excluded. You can manage the list yourself and mark any domain as internal or remove that mark:

1. Go to Settings and select Account.

2. Open the Domains tab.

3. Click + Add domain.

Figure 3: Manage your internal domains

4. Enter your company's main domain, without https:// and without a path.

5. Click Next. Sally then shows you how to verify the domain via DNS.

Figure 4: Add a new domain

6. From now on, Sally automatically joins all meetings in which every participant's email address matches an internal domain.

When is this useful?

Perfect if you want Sally to attend only internal team syncs, department stand-ups, or project meetings, without joining external client calls.

2.3. Only in external meetings

Sally only joins meetings in which at least one participant has an external domain.

When is this useful?

Great for customer-facing teams, sales, or account managers who only want Sally in external demos, onboarding sessions, or partner meetings, avoiding internal chatter.

2.4. Only when I am the host

Sally only joins meetings you personally organize.

When is this useful?

Helpful if you only want Sally in meetings you own. She stays out of the ones where you are just a guest.

2.5. Never automatically

Sally never joins by herself. You can still invite her manually via email or meeting link when needed.

When is this useful?

Recommended if you want full manual control, for example when meeting topics vary in sensitivity or Sally's attendance is only occasionally required.

3. When Sally is not let into a recurring meeting

Sometimes nobody admits Sally from the waiting room, for example because the host does not want a note taker in that meeting. So that she does not wait in the lobby of the same recurring meeting week after week, Sally pauses herself for that series once she was not let in three times in a row.

• In the calendar, the future appointments of the series show that Sally is paused for this series. The menu on Sally's attendance chip tells you why and lists the three appointments where she was not let in.
• The pause only stops Sally from joining. Your recording settings for these appointments stay as they are.
• As soon as Sally is let in once, the count starts over. Two failed attempts in a row do not pause anything.

To bring Sally back, open the menu on her chip at an appointment of the series. You can schedule her again for the whole series, which lifts the pause and starts the count from zero, or add her to this one appointment only, which leaves the pause in place for the others.

Prevent the pause

If Sally should take notes in a recurring meeting, ask the host to admit her from the waiting room or to let guests join without waiting.

Tip: How to keep full manual control

If you prefer to control Sally's attendance manually, set the participation mode to Never automatically and invite her only when needed.