Voice notes for admins

By the end of this page you know which voice channels the bot may take notes in, which channel the summaries land in, and how to end a meeting you do not want recorded. Members start and stop notes themselves with /notes. You decide where it is allowed.

Before you start

• You need the Manage Server permission. Without it the bot replies You need Manage Server.
• /notes-admin exists while MEETING_TRANSCRIPTS_ENABLED is true with a Gemini key. /notes also needs VOICE_NOTES_ENABLED. With voice notes off, only summary-channel is of use, because no session can run. See Configuration.
• Every reply is private to you and pings nobody.

Block a channel

Notes are allowed in every voice channel until you block one. Block a channel where nobody should be recorded, such as one used for private conversations.

Example of the bot in Discord

You type

/notes-admin exclude channel: #hr-room

Doge Bot replies

Notes are now blocked in #hr-room.

Only you can see this

Reply	When
Notes are now blocked in #hr-room.	The channel was added
#hr-room is already excluded.	It was already blocked
... The notes running there were stopped: <result>	Added to either reply above when notes were running in that channel. The meeting is ended and the result is the stop line

The channel option lists voice and stage channels.

A blocked channel refuses members: /notes start answers An admin has turned off notes in this channel. You can still start notes there yourself, because starting is the explicit invitation.

Allow a channel again

Example of the bot in Discord

You type

/notes-admin include channel: #hr-room

Doge Bot replies

Notes are allowed again in #hr-room.

Only you can see this

If the channel was not blocked, the reply is #hr-room was not excluded.

See what is blocked

Example of the bot in Discord

You type

/notes-admin list

Doge Bot replies

Notes are blocked in:
#hr-room
#one-to-ones

Only you can see this

The reply is No channels are excluded. when there are none. A long list ends with ...and N more. A deleted channel stays in the list as an unknown channel, which is harmless. A block is checked each time someone starts notes, so no restart is needed.

Choose the summary channel

The shared summary channel is where the summaries of open voice meetings land, and the only channel where uploaded transcripts are read. It is named ai-meeting-transcripts unless you change it.

Example of the bot in Discord

You type

/notes-admin summary-channel set name: team-meetings

Doge Bot replies

The summary channel is now #team-meetings. A channel with that name does not exist yet; it will be created the first time someone starts voice notes. Transcript uploads are only read once it exists. The old channel is not moved or deleted.

Only you can see this

Names are lowercased, spaces become hyphens and repeated hyphens collapse to one. Use letters, numbers, hyphens and underscores, up to 100 characters. Anything else is refused with That is not a valid channel name. Use letters, numbers, hyphens and underscores, up to 100 characters. If the name cannot be saved the reply is I could not save the summary channel name. Try again in a moment.

When a text channel with that name already exists, the reply says A channel with that name already exists and will be used.

See what it is set to:

Example of the bot in Discord

You type

/notes-admin summary-channel show

Doge Bot replies

The summary channel is #team-meetings (set by an admin). The channel exists.

Only you can see this

(the default) replaces (set by an admin) while nobody has changed it, and the name is then MEETING_CHANNEL_NAME. If no channel has that name yet, the reply says A channel with that name does not exist yet; it is created the first time someone starts voice notes.

The bot creates it only for a voice meeting

The bot creates the channel the first time a voice meeting that goes to the shared channel starts, and only if it has Manage Channels. It does not create it at startup, and until it exists, uploaded transcripts are ignored. If you run uploads without voice notes, create the channel yourself with the configured name, and give the bot View Channel, Send Messages and Read Message History in it. The channel it creates is visible to everyone in the server.

Changing the name never moves or deletes the old channel, and summaries already posted stay where they are. The name applies to uploads at once and to the next meeting.

Stop a running meeting

With Manage Server you can end any meeting from anywhere with /notes stop, or block its channel. /notes status names the channel and who started the notes, when you can see that channel.

Where a summary goes

The voice channel is	The summary goes to
Open: @everyone can both see and connect to it	The shared summary channel
Anything else, or the bot cannot read the permissions	The voice channel’s own text chat

Make a channel private by taking View Channel or Connect away from @everyone on that voice channel. The decision is made live, when notes start. See How voice notes work.

Check it works

1. Optional: set REMINDER_ALLOWLIST (a comma-separated list of Discord user ids) to your own id, so only you are sent direct messages while you test. It limits who is sent action item messages, the result of a meeting that ended by itself, a failed write-up, and the restart notice. It does not decide who can start notes.
2. Give the bot Connect, View Channel and Send Messages in the voice channel you will test in, and Manage Channels in the server if you want it to create the summary channel.
3. Join the channel and run /notes start. The log shows [voice] enabled, N ASR hosts, max N min, explicit invite only at startup.
4. Speak for about half a minute, then run /notes stop.

If something fails, see Troubleshooting.

Next

• Voice notes for what members see.
• How voice notes work for the rules behind it.
• Deploy for the first run.

Something confusing or missing? Tell us.

If anything about voice notes is unclear, or the bot does something you did not expect, say so. These docs and the bot both get better from it.

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