Calendar Settings

Configure DarcyIQ's calendar integration to automatically join and record your meetings without manual intervention. Connect your Outlook or Gmail calendar and let Darcy handle the rest.

Zero Manual Work: Once configured, Darcy automatically joins your meetings based on your preferences - no more forgetting to invite the bot or upload recordings.

Simple calendar configuration for automatic meeting intelligence

Overview

Calendar integration enables DarcyIQ to:

Feature	Capability	Benefit
Auto-Discovery	Finds all your meetings	Never miss recording
Smart Filtering	Join based on your rules	Privacy control
Automatic Join	No manual invitation needed	Seamless experience
Multi-Platform	Works with all meeting types	Universal coverage
Intelligent Processing	Transcribe and analyze	Instant insights

Supported Calendars

Email Providers

Provider	Features	Requirements
Gmail/Google Workspace	Full integration, real-time sync	OAuth authentication
Outlook/Office 365	Complete support, Exchange sync	OAuth or App password
Exchange On-Premise	Corporate calendar access	IMAP/CalDAV access

Meeting Platforms

Darcy automatically detects and joins:

Platform	Auto-Join	Recording	Transcription
Zoom	✅	✅	✅
Microsoft Teams	✅	✅	✅
Google Meet	✅	✅	✅
Webex	Coming Soon	Coming Soon	Coming Soon
GoToMeeting	Coming Soon	Coming Soon	Coming Soon

Configuration Process

Step 1: Connect Your Calendar

1

Navigate to Settings Go to User Configuration → Calendar Settings

2

Choose Provider Select Gmail or Outlook

3

Authenticate Log in and grant calendar read permissions

4

Verify Connection Confirm your upcoming meetings appear

Step 2: Set Join Preferences

Configure when Darcy should join meetings:

Setting	Options	Recommendation
Meeting Types	All / Internal Only / External Only	Start with Internal
Your Role	All / Where I'm Host / Where I Accepted	Where I'm Host
Meeting Size	All / Exclude 1-on-1s / Groups Only	All
Time Window	Business Hours / All Day / Custom	Business Hours
Advanced Filters	Keywords, Attendees, Subjects	As needed

Step 3: Privacy Controls

Manage sensitive meetings:

Control	Function	Use Case
Blacklist Keywords	Never join if title contains	"Private", "Personal", "HR"
Whitelist Domains	Only join with these attendees	Your company domain
Excluded Calendars	Skip specific calendars	Personal calendar
Manual Override	Disable for specific meetings	Ad-hoc privacy

Join Rules Configuration

Basic Rules

Simple configuration for most users:

Basic Configuration:
  Join: "Internal meetings where I'm the host"
  Skip: "1-on-1s and meetings marked private"
  Time: "Monday-Friday, 8 AM - 6 PM"

Advanced Rules

Complex rules for specific needs:

Advanced Configuration:
  Rules:
    - Name: "Customer Calls"
      Condition: 
        - External attendees
        - I'm the host
        - Not flagged private
      Action: Always join
    
    - Name: "Team Standups"
      Condition:
        - Title contains "standup" or "daily"
        - Recurring meeting
        - Before 10 AM
      Action: Join and summarize only
    
    - Name: "Executive Meetings"
      Condition:
        - C-level attendees
        - I'm invited (not host)
      Action: Join with enhanced notes

Conditional Logic

Create smart rules based on context:

Condition Type	Examples	Action Options
Attendee-based	If CEO attending	Always join
Title-based	Contains "customer"	Join with sales template
Time-based	Friday afternoons	Skip social meetings
Duration-based	Longer than 1 hour	Join with detailed notes
Recurrence-based	Weekly meetings	Summarize trends

Meeting Processing Options

Recording Settings

Setting	Options	Impact
Audio Quality	Standard / High / Maximum	File size vs clarity
Speaker Separation	On / Off	Individual attribution
Background Noise	Filter / Include	Transcription accuracy
Language	Auto-detect / Specific	Accuracy for accents

Post-Meeting Actions

Configure what happens after meetings:

Action	Options	Timing
Transcription	Immediate / Delayed / Manual	0-15 minutes
Summary Generation	Automatic / On-demand	5 minutes
Action Items	Extract automatically	Immediate
Distribution	Email / Slack / None	10 minutes
Project Association	Auto-link to projects	Immediate
Tagging	Apply AutoTags	2 minutes

Notification Preferences

Meeting Notifications

Event	Notification Options	Delivery
Join Confirmation	When Darcy joins	Email/In-app
Recording Complete	When processing done	Email/In-app
Summary Ready	When analysis complete	Email/Slack
Action Items	When tasks extracted	Email/Activity Log
Join Failure	If unable to join	Email/SMS

Summary Email Settings

Configure meeting summary emails:

Email Configuration:
  Recipients: 
    - All attendees
    - Just me
    - Custom list
  
  Include:
    - Full transcript: No
    - Summary: Yes
    - Action items: Yes
    - Key decisions: Yes
    - Next meeting: Yes
  
  Format: HTML with branding
  Timing: Within 15 minutes

Troubleshooting

Common Issues

Issue	Cause	Solution
Calendar not syncing	Authentication expired	Re-authenticate
Meetings not appearing	Filter too restrictive	Check join rules
Darcy not joining	Meeting URL not detected	Add manually
Duplicate recordings	Multiple calendar entries	Dedupe settings
Wrong timezone	Calendar timezone mismatch	Update timezone

Authentication Issues

Gmail/Google

1. Check OAuth permissions

2. Verify 2FA not blocking

3. Enable "Less secure apps" if needed

4. Review Google Workspace policies

Outlook/Office 365

1. Verify app passwords if using 2FA

2. Check Exchange policies

3. Ensure calendar sharing enabled

4. Review conditional access policies

Best Practices

Initial Setup

1. Start Conservative: Begin with internal meetings only

2. Test First: Try with non-critical meetings

3. Gradual Expansion: Add external meetings after comfort

4. Review Regularly: Check join history weekly

5. Adjust Rules: Refine based on experience

Ongoing Management

Activity	Frequency	Purpose
Review Join Log	Weekly	Ensure correct behavior
Update Filters	Monthly	Optimize rules
Check Failures	Daily	Address issues
Audit Privacy	Weekly	Verify sensitive meeting handling
Clean History	Quarterly	Remove old recordings

Team Coordination

• Inform Attendees: Let people know about recording

• Set Expectations: Explain how recordings are used

• Share Benefits: Highlight value of transcriptions

• Respect Privacy: Honor opt-out requests

• Maintain Transparency: Be open about AI usage

Integration with Other Features

Projects Integration

• Meetings automatically linked to relevant projects

• Transcripts stored in project knowledge base

• Action items added to project tasks

Tags Integration

• AutoTag applies customer and topic tags

• Manual tags can be pre-configured

• Tags flow to action items

Activity Log Integration

• Action items automatically created

• Follow-ups tracked

• Deadlines monitored

Workflow Integration

• Trigger workflows from meeting completion

• Generate documents from transcripts

• Send summaries through workflows

Security and Privacy

Data Protection

Aspect	Implementation	Compliance
Encryption	End-to-end for recordings	SOC2, HIPAA
Storage	Encrypted at rest	GDPR compliant
Access Control	User-level permissions	Role-based
Retention	Configurable policies	Legal hold capable
Audit Trail	Complete activity log	Compliance ready

Privacy Controls

• Opt-Out Options: Anyone can request exclusion

• Delete Rights: Remove recordings on request

• Access Logs: Track who viewed recordings

• Consent Management: Document permissions

• Data Portability: Export all data

Advanced Features

Custom Meeting Templates

Create templates for specific meeting types:

Template	Applied When	Customization
Sales Calls	External + "demo" keyword	BANT questions, pricing discussion
Sprint Planning	"sprint" in title	Velocity, capacity, commitments
1-on-1s	Two attendees only	Personal notes, growth discussions
Board Meetings	Executive attendees	Decisions, risks, approvals

API Access

Programmatic calendar management:

# Example: Update join rules via API
calendar_config = {
    "join_rules": {
        "internal_only": True,
        "require_host": True,
        "minimum_attendees": 2
    },
    "notifications": {
        "send_summary": True,
        "recipients": ["me", "attendees"]
    }
}
darcy.calendar.update_config(calendar_config)

Coming Soon

• Mobile Calendar Sync: Full mobile app support

• Multi-Calendar Support: Multiple calendars per user

• AI Scheduling: Darcy suggests optimal meeting times

• Prep Automation: Pre-meeting briefs based on calendar

• Smart Conflicts: Intelligent handling of overlapping meetings

• Voice Commands: "Darcy, join my next meeting"

Pro Tip: Start with conservative join rules (internal meetings where you're the host) and gradually expand as you become comfortable. Use the manual override feature to exclude sensitive meetings while maintaining automation for routine calls.