Bot Mode
Bot Mode deploys a visible assistant to your meeting that records audio, generates real-time transcription, and makes it clear to all participants that the meeting is being captured.
What is Bot Mode?
Bot Mode is the visible counterpart to Ghost Mode. Instead of silently capturing system audio on your Mac, Bot Mode sends a named participant into the meeting using Recall.ai infrastructure. The bot:
- Joins as a visible participant, ensuring all attendees are aware of recording
- Captures audio and video from the meeting platform directly
- Generates real-time transcription that participants can view
- Works even when your Mac is closed or disconnected
- Provides higher-quality audio than system capture in many cases
Ghost Mode vs Bot Mode
Ghost Mode captures system audio on your Mac invisibly. Bot Mode sends a bot into the meeting visibly. Choose Ghost Mode for discretion; choose Bot Mode for transparency and compliance.
Supported Platforms
| Platform | Recording | Transcription | Auto-Join |
|---|---|---|---|
| Zoom | Full support | Real-time | Yes |
| Google Meet | Full support | Real-time | Yes |
| Microsoft Teams | Full support | Real-time | Yes |
How to Deploy a Bot
There are two ways to send a bot to a meeting:
Option A: Paste a Meeting URL
- Click the "Deploy Bot" button in the Karnyx app or use
Cmd+B. - Paste the meeting URL (e.g.,
https://zoom.us/j/123456). - Optionally customize the bot name and settings.
- Click "Send Bot". The bot joins within 10 seconds.
Option B: Auto-Schedule from Calendar
- With your calendar connected, open Settings > Bot Mode > Auto-Schedule.
- Enable auto-deploy for specific calendar types (e.g., all external meetings, or only meetings with 3+ participants).
- The bot will automatically join these meetings when they start.
Bot Scheduling Rules
You can create rules based on meeting title, attendee count, calendar label, or whether the meeting is internal vs. external. This gives you fine-grained control over when bots are deployed.
Bot Settings and Naming
Customize how the bot appears in meetings:
| Setting | Default | Description |
|---|---|---|
| Bot display name | "Karnyx Notetaker" | The name shown in the participants list |
| Avatar | Karnyx logo | Profile picture for the bot participant |
| Join message | Enabled | Posts a chat message when the bot joins |
| Auto-leave | 5 min after end | Automatically leaves after the meeting ends |
Transcript and Recording Retrieval
After the bot leaves the meeting, transcripts and recordings are processed:
- Real-time transcript: Available during the meeting via the Karnyx app and web dashboard.
- Final transcript: Enhanced version with speaker identification, timestamps, and corrections. Available within 5 minutes of meeting end.
- Audio recording: Full audio recording stored encrypted. Configurable retention policy.
- Video recording: Screen content capture (platform-dependent). Stored encrypted with configurable retention.
Privacy Considerations
Bot Mode is designed with transparency in mind:
- The bot is always visible in the participants list, so all attendees know the meeting is being recorded.
- An optional join chat message notifies participants when the bot starts recording.
- Recordings are encrypted at rest (AES-256) and in transit (TLS 1.3).
- Data retention policies are configurable per organization on Enterprise plans.
- Participants can request recording deletion through the meeting organizer.
Recording Laws
Many jurisdictions require consent from all or some participants before recording a conversation. Bot Mode helps with compliance by making recording visible, but you are responsible for ensuring your use complies with applicable laws. Consult legal counsel for guidance on your jurisdiction.