The Chezie Meeting Bot: automatic attendance for virtual events
The Chezie Meeting Bot is Chezie's first AI feature. It joins your group's virtual events as a participant and records who attended, so you don't have to upload attendance by hand. It works even when an event doesn't use Chezie's Zoom or Teams integration. The bot is off by default, and nothing changes for your groups until an admin turns it on.
Why we built it
Chezie can pull attendance when an event uses the connected Zoom or Teams account. Often that doesn't happen:
- ERG leaders use their own personal meeting links.
- Organizers paste in a link from another platform, such as Google Meet or Webex.
- Your IT team hasn't approved the platform integration yet.
In those cases someone downloads a report and uploads it by hand, or attendance doesn't get recorded. The Meeting Bot joins through the meeting link itself, so it can take attendance without a platform integration.
What it does today
The bot records who attended each virtual event it joins. It works with Zoom, Microsoft Teams, Google Meet, Webex and GoTo Meeting (beta), whether the link came from Chezie's integration, a leader's personal room or another platform. Attendance it captures shows up in your event and group reporting.
Coming soon
We're working on capturing more of each meeting:
- Join and leave times for each attendee
- Meeting chat: the questions, comments and links people share
- Transcripts of what was said
- Audio and video recordings
We'll update this article and email you before any of these are turned on.
How it works
- An organizer creates a virtual event in a group or chapter that has the Meeting Bot turned on. "Add a meeting bot to this event" is checked by default, and the organizer can uncheck it for that event.
- At the start time, the bot joins the meeting through the event's meeting link. It appears in the participant list under the name your group chose.
- The bot posts your group's welcome message in the meeting chat so attendees know why it's there.
- When the meeting ends, Chezie matches each participant to a person in your company and adds them to the event's attendance.
How attendees are matched
Meeting platforms usually show a display name like "Sam R." or "Samantha (she/her)" instead of an email address. Chezie compares each display name against the event's invite list first, then against your company's employee roster in Chezie.
- Confident matches are added to attendance automatically.
- Uncertain matches are flagged for an admin to review.
- Names with no match, such as external guests, are logged as guests.
A first name on its own is never enough for an automatic match.
What attendees see
A participant with your group's bot name joins the call and posts the welcome message in the chat. After that it stays in the participant list until the meeting ends. It doesn't speak, share its screen or respond to anyone.
Turning the Meeting Bot on
The bot is off for every group and chapter until an admin turns it on.
- Open your group's or chapter's settings.
- Check "Add a meeting bot to events".
- Optional: set a bot name, such as "[Group Name] Attendance", and a welcome message for the meeting chat.
- Save.
New virtual events for that group now have "Add a meeting bot to this event" checked. To leave the bot out of one meeting, uncheck the box when you create or edit the event. If the host group hasn't turned the bot on, the box is greyed out on the event form.
Note: A new bot name or welcome message applies to events whose bot hasn't been scheduled yet.
Data storage, security and access
What's stored
For each event the bot joins, Chezie stores each participant's meeting display name and the person they were matched to, if any. These records sit with the event, next to the RSVP and attendance data Chezie already holds, in Chezie's database on Supabase.
Meeting infrastructure
The bot runs on Recall.ai, which provides meeting bot infrastructure. Recall.ai encrypts stored data with AES-256 and data in transit with TLS, keeps meeting data in the region where it was captured, and holds SOC 2 Type II and ISO 27001 certifications. Details are on the Recall.ai security portal and in Recall.ai's storage documentation.
AI training
Neither Chezie nor Recall.ai uses your data to train AI models.
Retention
Chezie keeps data for as long as it's relevant, and your company can ask us to delete it at any time. See the Chezie Security Handbook. To request deletion, email support@chezie.co.
Who can see it
Only admins can see Meeting Bot attendance. Group and chapter admins see events and attendance for their own group or chapter. Team admins see attendance for every group and chapter on their team. Company admins can see attendance for every team, group and chapter in your company. For more on roles, see Understanding admin roles.
FAQ
1. Is this AI?
Yes. The Meeting Bot is Chezie's first AI feature. Today it takes attendance and matches attendees to your roster automatically, and an admin reviews any match it isn't sure about.
2. Are any third-party tools involved?
Yes. The bot runs on Recall.ai. See the Recall.ai security portal for its certifications and data handling.
3. Does it record the meeting?
No. Today the bot records attendance only. See Coming soon above for what's planned.
4. Does it work for in-person events?
No. It joins virtual events that have a meeting link.
5. What if our IT team blocks bots?
Some organizations block meeting bots or hold them in the lobby. When that happens, the bot can't take attendance for that meeting. Email support@chezie.co and we'll work through it with your IT team.
6. Who do I contact with questions?
Email support@chezie.co.