# 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.

{% hint style="success" %}
**Zero Manual Work**: Once configured, Darcy automatically joins your meetings based on your preferences - no more forgetting to invite the bot or upload recordings.
{% endhint %}

## 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   |

{% hint style="info" %}
**Security & Permissions**: For a detailed breakdown of the OAuth scopes and permissions DarcyIQ requests from Google, Microsoft, and Zoom, see [Meeting & Calendar Integrations](/integrations-and-configuration/integration-overview/meeting-calendar-integrations.md).
{% endhint %}

## Configuration Process

### Step 1: Connect Your Calendar

{% stepper %}
{% step %}
**Navigate to Settings** Go to User Configuration → Calendar Settings
{% endstep %}

{% step %}
**Choose Provider** Select Gmail or Outlook
{% endstep %}

{% step %}
**Authenticate** Log in and grant calendar read permissions
{% endstep %}

{% step %}
**Verify Connection** Confirm your upcoming meetings appear
{% endstep %}
{% endstepper %}

### 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:

```yaml
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:

```yaml
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:

```yaml
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:

```python
# 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"

{% hint style="info" %}
**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.
{% endhint %}


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