What is Advance Notice and Opt-Out?

Advance Notice and Opt-Out is a feature that lets people know ahead of time when a meeting will be recorded with Read AI, and gives them a way to opt out before it starts.

When a workspace turns it on, anyone outside that workspace who is invited to a meeting a workspace member plans to record with Read AI gets an email notice. If they opt out, Read AI won't record the meeting for anyone, and everyone who planned to record it is informed.

Use it to be upfront with customers, candidates, partners and other guests about recording, and to collect their preferences before the meeting instead of during it.

This feature is only available to workspaces, and must be enabled by a workspace admin or owner.

Got an email that a participant opted out?

If you use Read AI and got an email saying a participant opted out of recording, here's what happened:

Someone invited to the meeting belongs to a Read AI workspace that has Advance Notice and Opt-Out turned on. You don't need to be in that workspace, or have the setting yourself, for this to apply.
One of the invitees received a notice and chose to opt out.
Read AI won't join or record the meeting for anyone, including you, and no meeting report will be created.

You don't need to do anything. If you still need a record of the meeting, we recommend agreeing on an approach with the participants. You can check a meeting's opt-out status any time on your Calendar page. The rest of this article explains how the feature works.

How it works

Who gets the notice

Notices go only to invitees who are not members of the workspace that has the setting turned on. That workspace's own members never receive them.

A notice is sent when a member of that workspace has Read AI set to join a scheduled meeting that includes external invitees.

When notices are sent

Email	When it's sent
Initial notice	Shortly after Read AI is first set to join the meeting (usually within an hour). For a recurring series, only the first meeting gets this email.
Reminder	24 hours before each meeting, including every meeting in a recurring series. Skipped if the initial notice went out less than 48 hours before the meeting, or if someone has already opted out

So each invitee gets at most two emails for the first meeting, and one email for each later meeting in a series. Notices may not be delivered if Read AI is added less than an hour before a meeting starts.

The email tells the invitee who plans to record, shows the meeting title, date and time, and includes an Opt Out of Recording button. It also links to a page explaining how Read AI handles their data.

What happens when someone opts out

The invitee clicks Opt Out of Recording in the email and then confirms on the opt-out page.
Read AI won't join or record that meeting.
Everyone who planned to record the meeting with Read AI gets an email letting them know. If the invitee later opts back in, they get another email saying the meeting will be recorded as usual.
In the Read AI app, the meeting is marked Opt Out and the options to add Read AI are turned off (see What meeting hosts see).

Once someone has opted out, Read AI will honor that choice even if they are later removed from the invite. People can also change their mind and opt back in any time before the meeting starts, using the same link. While the meeting is in progress, the link takes them to the in-meeting opt-out page instead. Opting out there deletes the audio and video from that meeting, and no Meeting Report is created.

One opt-out applies to the whole meeting. If several people planned to record it with Read AI, it won't be recorded for any of them.

Turning Advance Notice and Opt-Out on or off

You need to be a workspace owner or admin to change this setting. It applies to every member of your workspace.

Open Read AI and go to Workspace Settings.
Expand the Meeting Auto-Join Preferences section.
Switch the Advance Notice and Opt-Out toggle on or off:

Once it's on, notices go out for meetings that are scheduled after that, and for existing meetings that workspace members have Read AI set to join.

If you turn it off, no new notices go out. Opt-outs that were already submitted still apply. Invitees can still opt out or back in using notices they already received, and hosts are still told when they do.

What Read AI hosts see

Here, "hosts" means anyone who planned to record the meeting with Read AI. That includes Read AI users who aren't in the workspace that turned the feature on. When an invitee opts out, hosts find out in two ways.

Email notifications. Hosts get an email when the first participant opts out, saying that Read AI won't automatically join or record the meeting and no meeting report will be created. The email doesn't say who opted out.

If that participant opts back in and no one else is still opted out, hosts get a second email saying Read AI will join and record the meeting as scheduled.

To avoid flooding inboxes, Read AI stops sending these emails if a participant opts out and back in too many times. The last email says it's the final notice for that meeting. You can still check the meeting's current opt-out status on your Calendar page.

In the Read AI app. The meeting is marked with an Opt Out label, and the options to bring Read AI are turned off. You can see this on the Calendar page in the web and desktop app, as well as under "Today's Meetings" on the desktop app. This applies to everyone invited to the meeting who uses Read AI, not only the host, so no one can add Read AI to a meeting someone has opted out of.

Limitations

Scheduled meetings only. Notices depend on the calendar invite. Unscheduled or ad-hoc meetings with no calendar event don't get notices.
Last-minute additions. If Read AI is added to a meeting less than an hour before it starts, the notice may not be sent out.
Recordings that Read AI can't match to an invite. If a meeting is recorded in a way Read AI can't link to the calendar event (e.g. a user manually starts a recording from their desktop app), the opt-out will not stop it. Hosts should still respect any objections raised by participants.
Hosts hidden by calendar privacy settings. If the invitee isn't able to see the Read AI host(s) on their copy of the calendar event (e.g. because the organizer of the event hid the guest list), then Read AI will not send them an advance notice and opt-out email. This is to preserve the desired anonimity of invitees.
Some hosts may not be named in the notice. Read AI will only disclose the first names of the hosts who are in the workspace with this feature enabled. There can be other Read AI users outside of the workspace who also record the meeting, and they may even end up as the report owner.
HIPAA workspaces. Notices sent on behalf of a HIPAA workspace don't include the meeting title. If a member of another workspace that has this feature on (and isn't HIPAA) also plans to record the meeting, invitees may get a notice from that workspace that does include the title.
Who counts as external. "External" is based on workspace membership, not email domain. A colleague at your company who isn't a member of your Read AI workspace will get a notice.

Participants can always opt out during a meeting too. See How to Stop or Opt Out of a Read AI Recording for how that works.

FAQ

Can I choose to send notices to people inside my workspace too?

No, notices only go to invitees outside your workspace. However you are welcome to submit feedback to request this as an option.

Can individual members turn this on for just their own meetings?

No. It's a workspace-wide setting that only Owners and Admins can change.

Can an invitee opt out of only part of the recording, like video?

No. Opting out means Read AI won't record or take notes for that meeting at all.

Do invitees need a Read AI account to opt out?

No. The link in the email works for anyone it was sent to.

Will hosts be told if a notice can't be delivered?

No. Read AI will attempt to resend emails if it looks like there was a temporary issue with delivery, but cannot guarantee that all invitees will ultimately receive or see the email in their inbox.

I'm not in a workspace with this turned on. Why was my meeting affected?

If any Read AI user planning to record the meeting belongs to a workspace with Advance Notice and Opt-Out on, invitees outside that workspace get a notice. If one of them opts out, Read AI won't record the meeting for anyone.

Do opt-outs prevent someone from recording a meeting manually?

Opt-outs prevent Read AI from automatically recording a scheduled meeting. However, users can still choose to manually add Read AI to a meeting once it has started. This is permitted to help ensure meetings can be captured in case the opt-out was erroneous or the person changed their mind (you cannot revoke an opt out after the meeting has started). Read AI users should always confirm with participants that they are okay with being recorded, and participants can always opt out during the meeting if necessary.

How to Stop or Opt Out of a Read AI Recording (during a meeting)
I don’t want Read to join all my meetings, what are my options?