Virtual Meetings

Learn how to use Cogram in virtual meetings in Microsoft Teams, Zoom, or Google Meet.

Cogram distinguishes between:

• scheduled meetings, that are upcoming

• live meetings, that are ongoing

• processing meetings, for which Cogram is currently drafting notes

• completed meetings, that are finished

Reading the calendar colors

On your Meetings dashboard, each event is color-coded so you can see its state at a glance:

Color	Meeting state
Light blue	Upcoming — Cogram is not scheduled to attend
Blue	Scheduled — Cogram will attend and take notes
Teal	Live — Cogram is recording or drafting notes
Green	Completed — notes are ready
Gray	Not recorded — a past meeting with no notes, or Cogram could not join. A struck-through title means every invitee declined

Note: On the dark theme these appear as lighter tints, but the meanings are the same.

To Schedule Cogram for Meetings

You can schedule Cogram to draft minutes in a virtual meeting by either

Heading to your Meetings dashboard in the left sidebar, clicking on an event, and toggling "Attend"

or from your own Outlook or Google Calendar application by

Forwarding any meeting invite to [e-mail].

Finally, you can also add Cogram to a live meeting by pasting the meeting URL into the form at the top of your Meetings dashboard, and clicking "Attend Now".

Inviting Cogram by Email

When you send a meeting to [e-mail], two things need to be true for Cogram to attend the meeting:

1. The address the email is sent from must belong to a Cogram user, or be registered as an authorized email invite user on a Cogram user's account.

2. The email must include the original calendar invitation as an attachment, so that Cogram can read the meeting link, organizer, and attendees.

The most reliable ways to add Cogram to a meeting by email are to add [e-mail] as an attendee directly on the meeting and send the update, or, in Outlook, to use "Forward as iCalendar" rather than the standard "Forward" option.

Note: Outlook's standard "Forward" on a meeting often sends the message as plain text and removes the calendar attachment. Server-side Outlook or Exchange auto-forward rules typically strip calendar attachments as well. If the attachment is missing, Cogram will not receive a valid invitation.

If you would like to schedule Cogram for many meetings on an ongoing basis, we recommend connecting your calendar instead. With the calendar connected, Cogram joins meetings based on your calendar events and you do not need to forward invitations.

Authorized email invite users

If you would like someone else (for example, an executive assistant, a shared mailbox, or an automation account) to invite Cogram on your behalf, add their email address under Authorized email invite users in Account Settings → Notetaker. Once added, emails from that address to [e-mail] will be processed as if you sent them.

Microsoft Bookings and Power Automate

To automatically schedule Cogram for all meetings created through Microsoft Bookings, we recommend connecting the Bookings host's calendar to Cogram. Cogram will then join meetings based on calendar events without any manual forwarding.

If you prefer to use Power Automate to add [e-mail] as an attendee on Bookings meetings, make sure that:

• The Bookings host has a Cogram account, or their email address is added as an authorized email invite user on a Cogram user's account.

• The Power Automate flow explicitly sends a meeting update after adding the attendee. Adding an attendee silently, without sending an update, will not deliver an email to Cogram.

Organization restrictions

If your organization has the Only Event Organizers Can Add Cogram setting enabled, only the meeting organizer can invite Cogram by email. Forwards or invitations sent by attendees who are not the organizer will be rejected. Org Admins can review this setting in Organization Settings → Notetaker.

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Live Meetings

Head to your Meetings dashboard in the left sidebar and click on a blue event for which you have scheduled Cogram to take notes, then click "View Details", to open the page for that meeting. At the top of the page, you will see an overview of the meeting, showing the title, date and time, duration, and participants of the meeting.

If the meeting is live, you will see the status indicator displaying "Live". The "Transcript" tab will show a live speaker timeline.

Pausing, Resuming, and Ending note-taking

You can pause/resume note-taking by clicking the pause/resume icon in the status indicator, and can end note-taking by clicking "Leave" next to the status indicator.

My Notes

Click on the "My Notes" tab, below the "Transcript" tab, to take manual notes. Hit the tab key to create different levels of indentations for bullet point notes.

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Completed Meetings

After the meeting ends, Cogram will summarize the meeting, create detailed bullet point notes that are structured by topics, and identify action items. All of Cogram's meeting insights can be edited and formatted.

Managing Action Items

To mark an action item as done, click the "Done" indicator, to the left of the item. To delete an item permanently, click the Trash icon to the right. Marking an item Done only hides it on reload; deleting removes it for good.

All action items from your meetings are also stored on the Action Items page.

Post-Meeting Summary Email

Cogram can automatically send you a summary email after each meeting ends. This is toggled in Account Settings → Meetings.

Note: If your organization has locked this setting, the toggle will appear grayed out with a lock icon and cannot be changed. Contact your Org Admin if you need it changed.

Setting a default for your organization (Admins)

Org Admins and Owners can set and lock the post-meeting email default for all members in Organization Settings → Meetings.

State	What the end user sees
Unlocked	The default is pre-set, but the user can toggle it on or off.
Locked	The toggle is grayed out with a lock icon. The user cannot change it.