# Does the notetaker join calendar events that have no meeting link?

> For TrackHeros users wondering why some calendar events never show up: which events the AI notetaker turns into meetings, where it looks for a Google Meet or Microsoft Teams link, what happens to in-person meetings and phone calls, and what happens when the link is added to the invitation later.

Canonical: https://trackheros.com/answers/meetings-without-a-video-link/  
Author: Sami Kanafani  
Updated: 2026-10-05

**In short:** No. TrackHeros only turns calendar events that carry a Google Meet or Microsoft Teams link into meetings, so in-person meetings, phone calls and events with no link are not listed and get no bot. The link is looked for in the conference data, the location field and the description. A link added to the invitation later is picked up on the next sync.

| Fact | Detail |
| --- | --- |
| Events that become meetings | Those carrying a Google Meet or Microsoft Teams link |
| Where the link is looked for | Conference data, location field, description |
| In-person meetings and phone calls | Not listed, no bot |
| Link added later | Picked up on the next sync |

The TrackHeros notetaker is a bot that joins video calls, so an event it cannot join is not something it lists. This answer is for freelancers and consultants who connect Google or Microsoft calendars and wonder why their site visits, phone calls and focus blocks never appear, and what happens when a Google Meet or Microsoft Teams link turns up late. The account model is on [every calendar in one notetaker](/features/multi-account/).

## Where does the notetaker look for a meeting link?

In three places on every event, because links hide in all of them:

| Where           | When the link ends up there                                                         |
| --------------- | ----------------------------------------------------------------------------------- |
| Conference data | The organiser created the Meet or Teams meeting from the calendar itself            |
| Location field  | Someone pasted the link where a room name would go                                  |
| Description     | Forwarded Teams invitations, joining instructions pasted as text, links added later |

Links in the description are found inside forwarded Teams invitations and inside Microsoft Safe Links, which wrap a link in a longer address before it reaches you. An event with a recognised Google Meet or Microsoft Teams link anywhere in those three places becomes a meeting, filed under the client that calendar belongs to.

## What happens to events without a link?

Nothing. They are not listed in TrackHeros, they do not appear on the Calendar page, and no bot is scheduled for them. There is nothing to switch off. The Calendar page in TrackHeros is therefore not a copy of your diary: it shows your Google Meet and Teams meetings, coloured and labelled by client, and leaves the rest where it is. See [the unified calendar](/features/unified-calendar/).

Links to other video platforms are not joined either.

## What if the link is added to the invitation later?

It is picked up on the next sync, and the event becomes a meeting like any other. Changes arrive by push notification as the organiser saves them, and every connected calendar is also read again in full every 15 minutes as a backstop. From then on, the bot joins about two minutes before the start if auto-join says so.

One limit: the bot does not chase a meeting that started more than ten minutes ago. If a link appears after that, send the bot yourself by pasting the link, or the whole invitation, into Send to meeting and picking the client. See [joining a Teams meeting without calendar access](/answers/join-a-teams-meeting-without-calendar-access/).

## Can the notetaker record an in-person meeting or a phone call?

No. It joins Google Meet and Microsoft Teams calls as a visible participant, and a room or a phone line has nowhere for it to sit. If an in-person meeting also has a Meet or Teams link, for colleagues dialling in, the bot joins that call and records what reaches it there, so the people in the room are only as clear as the microphone they share.

The bot does not need to be the host, and waits in the lobby if the organiser's settings ask it to. More in [can a notetaker join a meeting you don't host](/blog/can-a-notetaker-join-a-meeting-you-dont-host/), and on handling several calendars at once in [an AI notetaker for multiple calendars](/blog/ai-notetaker-multiple-calendars/).

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TrackHeros is in early access: https://trackheros.com/#early-access