Cancel a Recording
Canceling Scheduled Meetings in MeetRecord: Ensuring Pre-Call Emails Are Managed Correctly
When a meeting is scheduled in MeetRecord and pre-call reminder emails are enabled, prospects receive a notification before the call begins. If the meeting is canceled, it’s important to ensure that prospects don’t receive this email. To prevent this, you must cancel the scheduled recording in MeetRecord—not just in the calendar. How you cancel depends on how the meeting was originally scheduled, as cancellations may happen automatically or require manual action.
Understanding the Background
MeetRecord schedules and records meetings using different methods. The most common is calendar sync, but meetings can also be scheduled manually via Shortcuts > Record a Call feature on the homepage.
1. Calendar Sync
- When you have permission to record web conference calls, MeetRecord accesses your calendar to identify events with web conferencing links and determines if recordings should be scheduled based on your organization’s settings.
- Automatic Updates: Changes to calendar events are detected by MeetRecord (typically within 15–30 minutes), and recordings are updated accordingly.
- Recurring Meetings: Updates or cancellations to recurring meetings are automatically reflected in MeetRecord, so no manual intervention is required.
2. Manual Recording
- Meetings can also be scheduled via:
- The Record a Call feature in MeetRecord > Home > Shortcuts.
- Manual Cancellations: These meetings must be canceled by sending a cancellation email to the assistant email or managing them via the homepage.
Canceling Meetings: Best Practices
Meetings Scheduled via the Calendar
- Automatic Cancellation: Calendar-scheduled meetings, whether one-time or recurring, are canceled automatically when they are removed from the calendar.
- Recurring Series: To cancel an entire series, ensure all instances are deleted from the calendar—not just one occurrence.
- Notify Guests: Always select the option to send cancellation emails to all event participants. This ensures no conflicting recordings remain active in MeetRecord due to other invited participants.
- Manage via MeetRecord > Home:
- Navigate to Home > View Upcoming Calls.
- Toggle the Record option.
- You can cancel just the current recording.
When in Doubt:
Managing cancellations via the Home Page is the most reliable way to ensure meetings are fully canceled. This allows you to track future meetings and confirm cancellations.
Other Considerations
Shadow Calendar Events
- In some cases, a separate calendar event with the same name and details may be created by a user. These “shadow events” can trigger pre-call emails even if the original meeting is canceled.
- Solution: Ensure all duplicate or shadow events are also canceled to prevent notifications.
Users Without Manual Scheduling Permissions
- If a meeting was manually scheduled by a user who later loses permission to record manually, they cannot cancel the recording via the assistant email.
- Solution: These users must check the MeetRecord homepage for any remaining meetings and cancel recordings directly through the interface.