There are two types of meetings held on Zoom:
Instant meetings allow you to immediately start a meeting, and subsequently, you can invite other participants to join this meeting at any time.
Scheduled meetings allow you to schedule a future meeting - either a future one-time meeting or future recurring meetings.
UpdateAI will generate recaps for both of these meeting types (as long as you are the host or the host is another UpdateAI user...more on that here).
In the case of generating recaps for scheduled meetings, we try our best to match the completed meeting with the meeting invitation that was originally sent out.
We do this by matching three pieces of information:
Meeting ID -- We look to see that the Zoom meeting ID for the completed meeting matches the Zoom meeting ID in the original calendar invitation.
Time of Meeting -- The start time of the actual Zoom meeting must be +/- 10 minutes from the start time of the original calendar invite.
Host Email -- The Zoom host email must match the email of the calendar organizer
What if we cannot match a meeting to a scheduled event?
If we fail to match ANY of the above criteria we'll create a new meeting event in the 'Past Meetings' tab. It will not map to any of the meetings shown in your 'Upcoming Meetings' tab. This is what we call an "unmapped" meeting.
In your recording settings you can determine whether you would like UpdateAI to automatically record "unmapped" meetings. Generally we recommend to keep this setting enabled.