Inviting Revial by email (notetaker address)
Your team has its own email address. Add it as a guest on a meeting invite and Revial joins — no calendar connection needed.
Connecting a calendar is the usual way to get meetings into Revial, but it isn't
the only one. Every team also has its own notetaker email address — something
like acme@notetaker.revial.ai. Add that address as a guest on a meeting invite
and Revial joins that meeting, records it, and produces the same summary and
analysis as any meeting picked up from a calendar.
This works with no calendar connection at all. If your IT policy blocks third-party calendar access, or you simply don't want to grant it, this is the way to use Revial. See Connecting your calendar if you're still deciding which route to take.
When to use it
- Your organisation won't allow a calendar connection, or you don't have permission to approve one.
- A meeting lives in someone else's calendar, not yours.
- You want Revial in some meetings but not all of them — inviting the address is a per-meeting decision.
- A meeting was arranged at short notice and never synced.
For a meeting that has no invite at all, use Starting an online meeting from the home page instead.
Setting up the address (admin, once)
The address is claimed once per team, by an owner or admin:
- Go to Organization Settings → Notetaker Inbox.
- Choose the part before the
@— your team or company name usually works. - Confirm the claim.
Rules for the name you choose:
- 3–32 characters, lowercase letters, numbers and hyphens only.
- It can't start or end with a hyphen, and can't contain two hyphens in a row.
- A handful of names are reserved (
admin,support,info,noreply,revial,notetakerand similar). - It has to be free — each address belongs to exactly one team across all of Revial.
The address is permanent. It cannot be renamed or released once claimed, so pick it deliberately — a typo is forever. Confirm the spelling in the dialog before you accept it.
Only owners and admins can see the address in Organization Settings. After claiming it, copy it and share it with everyone on the team who will be inviting it to meetings.
Using it
Add the address as a guest on the calendar invite, the same way you'd add a colleague, and send the invite. To, Cc and Bcc all work.
Revial checks four things before it schedules anything:
- It must be a real calendar invite. A plain email mentioning a meeting is ignored — the invite has to carry the calendar attachment your calendar app sends automatically when you add a guest.
- It must come from you, not via a forward. Send or update the invite from the account that holds your Revial login.
- The sender must be an active member of the team that owns the address. Use the email address you log in to Revial with.
- The invite must contain a supported meeting link — Google Meet, Zoom, Microsoft Teams or Webex. Revial looks in the invite's location field, its description, and the body of the message.
Don't forward an invite you received — add the address as a guest instead. Forwarding rewrites the sender in a way that fails the email authentication checks (SPF/DKIM/DMARC) that protect your team's address from being spoofed, and a forwarded invite is normally rejected. If you can't add a guest to someone else's meeting, create your own calendar entry with the same meeting link and invite the address to that.
After that, the meeting behaves like any other: Revial joins at the start time, the meeting appears in the app, and you get the briefing, summary and analysis as usual. If the meeting is also in a calendar you've connected, you still get one bot, not two.
Inviting the address is an explicit request for that meeting, so Revial records it even if your internal/external rules would normally skip it.
Recurring meetings
Inviting a recurring series schedules every occurrence in the next 90 days. Series changes work the way you'd expect, as long as the update actually reaches the address:
- Moved a meeting? Send the update to all guests. The bot moves with it.
- Cancelled one occurrence? Only that one is dropped; the rest of the series stays.
- Cancelled the series? All remaining bots are removed.
- Series runs longer than 90 days? Send the invite again closer to the date and the next 90 days are topped up.
If an organiser removes Revial from a meeting without sending the update to the remaining guests, we never hear about it and the bot may still join. Re-send or cancel the invite to change what Revial does.
If Revial didn't join a meeting you invited it to
Work through these in order — they're the reasons an invite is turned away:
| What happened | Why |
|---|---|
| You forwarded the invite instead of adding the address as a guest | Forwarding breaks the email authentication checks and the invite is rejected |
| You sent a plain email, not a calendar invite | There was no calendar attachment to read |
| The invite has no meeting link, or a link we don't support | Only Google Meet, Zoom, Microsoft Teams and Webex links are recognised |
| You sent it from a different address than your Revial login | The sender has to be a known, active member of the team that owns the address |
| You're a member of a different team than the one that owns the address | The address decides the team; membership of that team is what's checked |
| The invite arrived after the meeting had already started | There was no longer a meeting to join |
| The address was spelled differently | Nothing matches, so nothing is scheduled |
Invites are not shown as a list in the app, so you can't check the history yourself. If none of the above explains it, send support the notetaker address, the email address you sent from, and the meeting's date and time — that's enough for us to find the invite.
Known limits
- The address can't be changed or deleted once claimed.
- There's no confirmation email. Nothing is sent back to say an invite was accepted or rejected — the meeting appearing in Revial is the confirmation.
- Only admins and owners can see the address in Organization Settings.
- Bots are scheduled 90 days ahead for recurring series.
- An inactive subscription stops new invites from scheduling anything.