Rules Engine
Automate your meeting workflow
Stop manually managing which meetings get recorded, tagged, and organized. Create condition-based rules that handle everything automatically — so you can focus on the conversation, not the logistics.
Join the WaitlistHow rules work
Three simple steps to put your meeting workflow on autopilot. Define conditions, choose actions, and let Notemesh handle the rest.
Create conditions
Define when a rule should trigger. Match by meeting subject, attendee emails, platform, duration, organizer, or recurrence. Combine multiple conditions with AND/OR logic for precise targeting.
Set actions
Choose what happens when conditions are met. Auto-join the meeting, auto-tag it into a knowledge base, skip it entirely, or delay the bot join. Stack multiple actions on a single rule.
Prioritize and run
Drag and drop rules to set priority order. Notemesh evaluates rules top to bottom and executes the first match. Reorder anytime to adapt to changing workflows without recreating rules.
Powerful condition types
Build precise rules with six condition types that cover every aspect of your calendar events. Each condition supports multi-value matching for maximum flexibility.
Subject Contains
Match meetings by keywords in the calendar event title. Supports multiple keywords — any match triggers the rule.
Example: "Sprint Review", "Client Call", "Board Meeting"
Attendee Includes
Trigger rules when specific people are invited. Match by email address or domain to catch entire organizations.
Example: "ceo@acme.com", "@enterprise-client.com"
Platform Is
Apply rules based on the meeting platform. Useful when your team uses different tools for different meeting types.
Example: "Zoom", "Google Meet", "Microsoft Teams"
Duration Exceeds
Filter meetings by their scheduled length. Skip short standups or ensure long strategy sessions are always recorded.
Example: "30 minutes", "1 hour", "2 hours"
Organizer Is
Match meetings organized by specific people. Great for ensuring your VIP contacts always get recorded.
Example: "manager@company.com", "cto@startup.io"
Recurring Meeting
Apply rules specifically to recurring calendar events. Skip daily standups but record weekly strategy sessions.
Example: "is recurring", "is not recurring"
Available actions
Every rule triggers one or more actions when its conditions match. These actions execute automatically — no manual intervention required.
Auto-Join
Automatically send the Notemesh bot to join the meeting when it starts. No manual intervention needed — the bot appears right on time.
Auto-Tag
Automatically assign tags to meetings that match your rule. Build your knowledge bases without lifting a finger.
Skip Meeting
Explicitly exclude certain meetings from recording. Perfect for personal calls, casual chats, or meetings where recording is not appropriate.
Delay Join
Set the bot to join after a specified delay. Useful for meetings that always start with small talk before the real discussion begins.
Key benefits
Rules are designed to be simple to create, powerful in execution, and easy to maintain as your workflow evolves.
Drag to reorder
Priorities change. Drag and drop your rules into the exact order you want. The first matching rule wins, so the most important rules go at the top. No need to delete and recreate — just drag.
Retroactive apply
New rule? Apply it to your existing meetings instantly. This is particularly valuable for auto-tagging: create a rule for a new client and retroactively organize months of past meetings into their knowledge base.
First match wins
No ambiguity about which rule applies. Notemesh evaluates rules in priority order and stops at the first match. This makes rules predictable and easy to reason about, even as your rule set grows.
Real-world use cases
Here is how teams actually use rules to streamline their meeting workflows and save hours every week.
Auto-tag client meetings
Create a rule with the condition "Attendee includes @acme-corp.com" and set the action to auto-tag with your "Acme Corp" knowledge base. Every meeting with Acme is automatically organized, searchable, and ready for RAG chat — without you touching a thing. When your team needs to review the full history of the Acme relationship, everything is already tagged and waiting.
Skip internal standups
Daily standups are valuable for coordination but rarely worth recording and transcribing. Create a rule with "Subject contains standup, daily sync" and set the action to "Skip". Your 15-minute morning check-in stays lightweight, while your longer strategy meetings get full Notemesh treatment. This saves you meeting credits on your plan and keeps your meeting list focused on the conversations that matter.
Auto-join VIP calls
Some meetings are too important to risk missing. Create a rule with "Organizer is ceo@company.com" or "Attendee includes board@investors.com" and set auto-join. Even if you forget to send the bot manually, it will join automatically. Combine this with auto-tag to route these high-stakes conversations directly into a dedicated knowledge base for board meetings or executive reviews.
Record only long meetings
Quick 15-minute syncs often do not need transcription, but hour-long deep dives almost always do. Set a rule with "Duration exceeds 30 minutes" to auto-join, and combine it with "Duration under 30 minutes" to skip. This ensures your meeting list contains only substantive conversations worth reviewing later, while short check-ins proceed without a bot in the room.
Frequently asked questions
How many rules can I create?
Free plans can create up to 3 rules. Pro and Team plans have unlimited rules. Each rule can have multiple conditions combined with AND/OR logic, so even a few rules can cover complex workflows.
What happens when multiple rules match a meeting?
Notemesh uses first-match-wins logic. Rules are evaluated in priority order from top to bottom, and the first rule that matches is the one that executes. You can drag and drop rules to reorder their priority at any time.
Can I apply rules to meetings that already happened?
Yes. When you create a new rule, you can choose to retroactively apply it to past meetings. This is especially useful for auto-tagging — you can instantly organize months of meeting history into knowledge bases without manual work.
Do rules work across all meeting platforms?
Absolutely. Rules work with Zoom, Google Meet, and Microsoft Teams. You can even create platform-specific rules, such as auto-joining all Zoom meetings but skipping Google Meet calls, or vice versa.
Related features
Put your meetings on autopilot
Create your first rule in under a minute. Auto-join, auto-tag, and auto-organize every meeting on your calendar — starting today.
Join the WaitlistInvite-only beta — early members get Pro free during beta.