Case study · Finance

A Meeting Bot That Follows the Adviser's Calendar

How we built calendar-connected meeting capture that joins every online client meeting, reschedules itself when meetings move, and leaves when the call is over.

2026-10-04 · 3 min read

The challenge

An adviser's week is a calendar of client calls across Zoom, Google Meet and Microsoft Teams. Recording them meant remembering to press record every time, on whichever platform the client happened to choose. Meetings get moved and links get swapped, so a recorder set up on Monday can be pointing at the wrong call by Thursday. Anything that needed setting up per meeting would get skipped on a busy day, and that meeting would go undocumented.

What we built

Meeting capture for FinPlan that runs off the adviser's own calendar:

One calendar connection: the adviser signs in with Google or Microsoft and grants read-only calendar access. From then on, every upcoming event with a meeting link gets a recording bot automatically.
Opt out per meeting: each event has its own record switch, and a single switch covers every upcoming meeting. Opt-outs are remembered, so the next sync does not quietly add the bot back.
Sync that follows changes: when the calendar changes, we pull only the events updated since the last sync. If a meeting moves or its link changes, the old bot is cancelled and a new one is booked for the new time. Deleted meetings lose their bot.
Sensible exits: the bot leaves 5 seconds after the last participant goes, gives up if nobody joins within 10 minutes, and leaves after 90 seconds of silence once the call has run for 10 minutes.
A name clients recognise: advisers choose the name the bot shows when it joins, so clients see a name they recognise in the participant list.
A record waiting when the call ends: as soon as the call finishes, a consultation is created with the meeting title and the attendee list from the invite, ready for transcription.

The results

setup steps

per meeting once the calendar is connected

meeting platforms

covered: Zoom, Google Meet and Microsoft Teams

seconds

after the last participant leaves, the bot leaves too

switch

to record every upcoming meeting, with opt-outs for any single one

Technology

Recall.ai meeting bots and calendar integration, driven by webhooks for bot status, calendar updates and finished recordings. Calendar refresh tokens are stored encrypted. Each bot is booked with a deduplication key built from the meeting's start time and link, so a repeated webhook cannot book the same meeting twice. Exit timings are environment settings, which lets us adjust them in production without a release. Kotlin and Spring Boot on the backend, Next.js on the front end. We run this integration in production as one part of An AI Platform That Turns Client Meetings Into Finished Reports.

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The challenge

What we built

Meeting capture for FinPlan that runs off the adviser's own calendar:

One calendar connection: the adviser signs in with Google or Microsoft and grants read-only calendar access. From then on, every upcoming event with a meeting link gets a recording bot automatically.

Opt out per meeting: each event has its own record switch, and a single switch covers every upcoming meeting. Opt-outs are remembered, so the next sync does not quietly add the bot back.

Sync that follows changes: when the calendar changes, we pull only the events updated since the last sync. If a meeting moves or its link changes, the old bot is cancelled and a new one is booked for the new time. Deleted meetings lose their bot.

Sensible exits: the bot leaves 5 seconds after the last participant goes, gives up if nobody joins within 10 minutes, and leaves after 90 seconds of silence once the call has run for 10 minutes.

A name clients recognise: advisers choose the name the bot shows when it joins, so clients see a name they recognise in the participant list.

A record waiting when the call ends: as soon as the call finishes, a consultation is created with the meeting title and the attendee list from the invite, ready for transcription.

Technology