This guide explains how Ping handles the notetaker when multiple people from your organization are on the same meeting, and how you can control it.
How Shared Meeting Detection Works
When two or more people from your organization are invited to the same calendar event, Ping recognizes that these are the same meeting. We call these shared meetings.
Ping detects shared meetings automatically based on your calendar invitations — no setup required. When a meeting is shared, any notetaker change you make will affect your teammates on that call too.
Toggling the Notetaker on a Shared Meeting
When you enable or disable the notetaker for a meeting that includes other members of your organization, Ping will ask you to confirm before applying the change as this will enable or disable the notetaker for the entire organization for this meeting.
Sending the Notetaker
- Find the meeting on your Home page or Meetings list.
- Toggle the notetaker switch to on.
- If other org members are on this meeting, a confirmation dialog will appear: "This will also enable the notetaker for other members of your organization on this call."
- Click Yes, enable for everyone to confirm.
- The notetaker is now scheduled for all org members on this call, and each affected teammate receives an email notification.
Removing the Notetaker
- Find the meeting on your Home page or Meetings list.
- Toggle the notetaker switch to off.
- If other org members are on this meeting, a confirmation dialog will appear: "Other members of your organization are on this call. No notetaker will be sent for them either."
- Click Yes, remove for everyone to confirm.
- The notetaker is cancelled for all org members on this call, and each affected teammate receives an email notification.
Note: If you are the only person from your organization on a meeting, the toggle works as usual with no confirmation step.
Bulk Notetaker Controls
You can also send or remove the notetaker for multiple meetings at once from the Meetings list.
- In Meetings, select the meetings you want to update using the checkboxes.
- Click Send Notetaker or Remove Notetaker from the bulk action bar.
- The confirmation dialog will show you which meetings include other org members and will be affected.
- Confirm to apply the change. Affected teammates are notified by email.
Good to know: Meetings that affect other org members are listed by name and date in the confirmation dialog so you can review them before confirming.
Email Notifications
Whenever a teammate enables or removes the notetaker on a shared meeting, every affected org member receives an email notification. The email includes:
- Who made the change
- Which meeting was affected
- What changed — whether the notetaker was enabled or removed
This ensures your team always knows when a notetaker change impacts their meetings.
What Happens When Someone Joins Later
If a new org member is added to a calendar event after someone has already removed the notetaker, Ping automatically applies the same setting. The new participant will not have a notetaker sent for that meeting either.
This keeps the notetaker status consistent across your entire team for any given meeting.
Frequently Asked Questions
Can I override the notetaker setting for just my copy of the meeting?
No. When multiple org members share a meeting, the notetaker setting applies to everyone on the call. This prevents situations where one person's notetaker joins a meeting that another person wanted to keep unrecorded.
Will I always see a confirmation dialog?
Only when other members of your organization are on the same meeting. If you are the only org member on a call, the notetaker toggles instantly without a confirmation step.
What if I don't recognize the other org members on the call?
The confirmation dialog lets you know that other org members are affected, but does not list individual names. You can check the meeting's calendar invite to see the full participant list.
Does this apply to meetings that already happened?
No. Notetaker controls only apply to upcoming meetings where a bot can still be scheduled or cancelled.
Who receives the email notification?
Every org member on the shared meeting — except the person who made the change — receives an email notification.
Need Help?
If you have questions about notetaker controls or shared meetings, reach out to [email protected].