> ## Documentation Index > Fetch the complete documentation index at: https://docs.meetingkit.com/llms.txt > Use this file to discover all available pages before exploring further. # Send bots > Send the notetaker to a call yourself: from a button for an ad-hoc call, or from your backend when you already know which meetings to record. A bot is one recording of one meeting. You send one when MeetingKit doesn't learn about the call from a calendar: your user pastes a link, or your backend already decides which meetings to record. Either way, the bot belongs to a [meeting](/meetingkit/meetings) and the results are on that meeting. ## From a button A "Send bot to meeting" button lets your user paste a link to a call that is on no calendar. A Send bot to meeting button in the meetings screen opens a form with a meeting link and a Send bot button. Notes: Send bot is POST /bots with member_id and meeting_url; the results come from GET /meetings/{meeting_id}/results. ```bash theme={null} curl -X POST "https://api.meetingkit.com/api/v1/bots" \ -H "Authorization: $MEETINGKIT_API_KEY" \ -H "Happyscribe-Version: 2026-10-12" \ -H "Content-Type: application/json" \ -d '{ "workspace_id": "wks_01k6a2r9s8x7c2dvq3m5n6p4ab", "member_id": "mem_01k69x9s8x7c2dvq3m5n6p4ab", "meeting_url": "https://meet.google.com/abc-defg-hij" }' ``` ```json theme={null} { "id": "bot_01k6b0r9s8x7c2dvq3m5n6p4ab", "object": "bot", "meeting_id": "mtg_01k6b1r9s8x7c2dvq3m5n6p4ab", "meeting_url": "https://meet.google.com/abc-defg-hij", "join_at": null, "status": "queued", "…": "…" } ``` Without `join_at` the notetaker joins as soon as it can: within seconds, and always within three minutes. `member_id` makes the meeting this user's, so it shows in their [meetings list](/meetingkit/meetings) with `source: "bot"`. `member_id` comes from [connecting a calendar](/meetingkit/calendar-connection). For a user who never connected one, create their member once and store the `mem_` id: ```bash theme={null} curl -X POST "https://api.meetingkit.com/api/v1/members" \ -H "Authorization: $MEETINGKIT_API_KEY" \ -H "Happyscribe-Version: 2026-10-12" \ -H "Content-Type: application/json" \ -d '{ "workspace_id": "wks_01k6a2r9s8x7c2dvq3m5n6p4ab", "email": "ana@acme.com", "name": "Ana García" }' ``` Sending the same email again returns the same member, unchanged: its `name` and `metadata` stay as they are. Change them with `PATCH /members/{id}`. ## From your backend If your product already knows which meetings to record, from your own calendar sync or your users' choices, your backend sends a bot per meeting and keeps it in step with your calendar. ### Schedule it Set `join_at` to the meeting's start, as an ISO 8601 time with an offset: ```bash theme={null} curl -X POST "https://api.meetingkit.com/api/v1/bots" \ -H "Authorization: $MEETINGKIT_API_KEY" \ -H "Happyscribe-Version: 2026-10-12" \ -H "Content-Type: application/json" \ -d '{ "workspace_id": "wks_01k6a2r9s8x7c2dvq3m5n6p4ab", "member_id": "mem_01k69x9s8x7c2dvq3m5n6p4ab", "meeting_url": "https://zoom.us/j/123456789", "join_at": "2026-10-13T14:00:00Z", "participants": [ { "name": "Ana García", "email": "ana@acme.com" }, { "name": "Leo Park", "email": "leo@client.com" } ], "metadata": { "calendar_event_id": "evt_98741" } }' ``` The bot stays `queued` until `join_at`, then joins on time. Send it as soon as the meeting is on your calendar, and at least ten minutes before it starts: scheduled bots are guaranteed a seat. `join_at` must be in the future. * **`participants`** are the people you expect, with names and emails. MeetingKit uses them to name the [speakers](/meetingkit/results#what-each-part-gives-you) instead of "Speaker 1". Up to 100. * **`metadata`** holds your own ids: flat string values, merged on update. It comes back on the bot and the `bot.*` webhooks. It is not copied to the meeting: set the meeting's own with `PATCH /meetings/{id}`. ### One bot per meeting When several of your users are invited to the same meeting, you want one bot, not one per attendee. A request with the same `workspace_id`, `meeting_url` and `join_at` as a bot that is still `queued`, `joining` or `in_call` returns that bot instead of sending a second one. * Send the meeting's start as `join_at`, the same value for every attendee. * Send the join link exactly as it appears in the invite. * It is per workspace: two customers who meet each other get one bot each. The first request wins: its participants and metadata stay on the bot. This also makes creation safe to retry: if a `POST` times out, send it again and you get the bot that was created. The meeting belongs to the member of that first request. A request naming a different `member_id` answers `409 bot_already_recording`, with the id of the bot already there: send the bot once per meeting, with the member who owns it, such as the organizer. ### Keep it in step with your calendar Store the bot `id` next to your meeting, then: | When your calendar says… | Do | | - | - | | A meeting to record appears | `POST /bots` with `join_at` = start. Store the `id`. | | It moves, or its link changes | `PATCH /bots/{id}` with the new `join_at` or `meeting_url`. | | The attendee list changes | `PATCH /bots/{id}` with the full new `participants`. | | It is cancelled | `DELETE /bots/{id}`. | | Another attendee has the same meeting | Nothing: it is the same bot. | `join_at` and `meeting_url` can change until the bot starts joining; `participants` until the call ends; `metadata` until the bot ends. Past that, `PATCH` answers `409 bot_not_editable`. Cancelling a bot in the call makes it leave; what it recorded is kept. Once a day, re-read the next seven days of your calendar and reconcile them with your bots: calendar notifications get lost. ## How the bot looks and records A bot follows the workspace's and the member's [recording choices](/meetingkit/meeting-settings#record-my-meetings) and the workspace's [branding](/meetingkit/setup#branding). Override them for one bot: | Field | What it sets | | - | - | | `bot_name` | The notetaker's name in the call, up to 64 characters. | | `bot_avatar` | A base64 JPEG up to 256 KB, shown as its video tile. Never returned. | | `welcome_message` | The chat message it posts when it joins. | | `recording_mode` | `audio_and_video` or `audio_only`. | | `recording_start` | `on_join`, or `on_command` to wait until someone in the call asks it to. | | `silence_alert` | Post a message after a long silence. | | `language` | The transcription language: a tag such as `es`, `auto` or `multi`: see [Languages](/api-reference/languages). | | `summary_language` | The summary's language. Defaults to the transcript's. | | `summary_template` | A built-in template such as `discovery_call`, or a `tpl_` id. | These values become the meeting's own settings, so the bot and its meeting never disagree. Before the call, change the language, summary or silence alert with `PATCH /settings/{id}`, the `settings_id` of the meeting's own assignment in its `settings.assignments`. See [Settings](/meetingkit/settings). ## What happens next A bot moves from queued to joining, in_call, processing, and completed. It can also end as failed or cancelled. | `status` | Meaning | | - | - | | `queued` | Waiting to join, now or at `join_at`. | | `joining` | Joining the call. Someone may need to admit it. | | `in_call` | In the call. It records unless it waits for a command (`recording_start: "on_command"`) or the call does not let it record yet. | | `processing` | The call ended; the recording is being processed. | | `completed` | Done: the results are on the meeting. | | `failed` | Ended without a result. `reason` says why: see [Troubleshooting](/meetingkit/troubleshooting). | | `cancelled` | Cancelled before it finished. | The `bot.*` webhooks follow these steps. The results are on the meeting: when `meeting.finished` fires for the bot's `meeting_id`, read [`GET /meetings/{id}/results`](/meetingkit/results).