AI Notes Agent

Introduction

Notes Agent is an AI-powered meeting assistant built by FastPix. It joins your Google Meet calls automatically, records the conversation, and delivers a structured set of notes—including a full transcript, speaker-attributed summaries, action items, and key decisions—to your system through a webhook.

Problem statement

Meeting participants often lose important insights shared during calls because manual note-taking is inconsistent, error-prone, and distracting. Notes Agent automates meeting capture by joining calls as an automated participant, recording the session, transcribing speech, and surfacing structured notes. This reduces manual effort and ensures that no meeting insight is lost.

Goals and objectives

Notes Agent is designed to meet the following goals:

• Add [email protected] to any invite and the bot joins automatically. No manual admission is needed.
• Record audio and video in the background. No installation is required for participants.
• Scale to 30 or more simultaneous meetings.
• Provide a speaker-attributed transcript with an AI-generated summary, action items, and detailed notes.
• Deliver the video URL, audio URL, and VTT transcript to your webhook when the meeting ends.

Scope and boundaries

Notes Agent automates meeting capture and notes delivery within a defined set of supported workflows. The following sections outline what is and isn't within the scope of the current release.

What Notes Agent does

• Joins Google Meet sessions automatically through a calendar invite.
• Records audio and video for the full duration of the meeting.
• Generates a speaker-attributed transcript, AI summary, action items, and detailed notes.
• Delivers the structured notes payload to your configured webhook when the meeting ends.
• Supports up to 30 simultaneous meetings in parallel.

What Notes Agent doesn't do

• Notes Agent doesn't support Microsoft Teams or Zoom in the current release. Support for these platforms is planned for a future release.
• Notes Agent doesn't transcribe in real time. The transcript and notes are generated after the meeting ends.
• Notes Agent doesn't join meetings that it hasn't been explicitly invited to through a calendar invite.
• Notes Agent doesn't support manual triggering outside of the calendar invite flow in the current release.

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Getting started

Follow these steps to connect your Google account and start receiving automated meeting notes.

Prerequisites

Before you begin, make sure that you have the following:

• A Google account with access to Google Calendar.
• A FastPix account.
• A webhook endpoint URL.
• An access token and secret key configured in the FastPix dashboard.

Setup steps

Complete the following steps in order to set up Notes Agent for your account.

Set up your account

1. If you don't have an access token and secret key yet, go to your FastPix dashboard, navigate to Access Tokens, and create an access token and secret key.

   Note: Don't revoke the access token, because it is required for uninterrupted uploads.

2. Sign in to your FastPix dashboard and go to AI Agents > Notes Agent. The Notes Agent welcome page appears.

3. Click Configure Credentials and enter your access token and secret key, then click Confirm.

4. Click Connect Google calendar, choose your Google account, and complete OAuth authorization.

   The OAuth flow requests calendar access, which Notes Agent uses to receive your calendar events.

   Note: The Google app is not yet verified, so you might see a warning screen. To continue, click Advanced, then click the link to proceed to FastPix.

5. After authorization completes, the page loads to show your meetings data.

Configure your webhook

1. In the FastPix dashboard, go to Webhooks.

2. Click Generate new webhook and enter the URL where you want Notes Agent to deliver meeting notes after each session.

3. Make sure that the webhook is enabled.

   Note: If you don't configure a webhook URL, you can't receive the notes payload. For details about what the payload contains, see Webhook payload.

Add [email protected] to a calendar invite

1. Open Google Calendar and create or edit a meeting event.
2. In the Guests field, add [email protected] as an invitee.
3. Save the event.

Notes Agent receives the invite and schedules itself to join the meeting.

Attend your meeting

Notes Agent joins your Google Meet two minutes before the scheduled start time. It appears in the Participants list as FastPix Notestaker and records audio and video in the background. No action is required from any participant—you don't need to click any record audio or record video buttons in Google Meet.

Note: After all participants leave the call, the bot stays in the meeting for three minutes before it leaves and starts processing the recording.

Receive your notes

When the meeting ends, Notes Agent processes the recording and delivers a structured notes payload to your configured webhook URL.

You can also view the summary and action items in the FastPix dashboard under AI Agents > Notes Agent > Overview, organized by Google Meet session.

To view the speaker-attributed transcript with timestamps, select the Transcript tab on the meeting page.

Webhook payload

After each meeting, Notes Agent delivers a structured JSON payload to your webhook. The payload contains references to the recorded media and transcript files.

Example payload

{
  "type": "video.agents.notes.ready",
  "object": {
    "type": "media",
    "id": "<MEDIA_ID>"
  },
  "id": "<WEBHOOK_EVENT_ID>",
  "workspace": {
    "name": "<WORKSPACE_NAME>",
    "id": "<WORKSPACE_ID>"
  },
  "status": "ready",
  "data": {
    "meetLink": "<GOOGLE_MEET_LINK>",
    "vttSignedUrl": "<VTT_SIGNED_URL>",
    "audioSignedUrl": "<AUDIO_SIGNED_URL>",
    "meetingId": "<MEETING_ID>",
    "googleEventId": "<GOOGLE_EVENT_ID>",
    "videoPlaybackUrl": "<VIDEO_PLAYBACK_URL>"
  },
  "createdAt": "<TIMESTAMP>",
  "attempts": []
}

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