Scheduling Bots

There are three ways to put a bot in a meeting that hasn’t started yet, from simplest to most automated:

1. join_at — one API call, one future meeting
2. Calendar event scheduling — schedule against synced Google or Outlook calendar events, with recurring support
3. Auto-join — every meeting on a connected calendar gets a bot automatically

1) One-off scheduling with join_at

Add an ISO 8601 timestamp to any create_bot request:

$
curl -X POST "https://api.meetstream.ai/api/v1/bots/create_bot" \
>
  -H "Authorization: Token <YOUR_API_KEY>" \
>
  -H "Content-Type: application/json" \
>
  -d '{
>
    "meeting_link": "https://meet.google.com/abc-defg-hij",
>
    "bot_name": "Notetaker",
>
    "join_at": "2026-12-20T20:00:00+05:30"
>
  }'

What happens:

• A bot.scheduled webhook fires immediately (bot_status Scheduled, payload carries scheduled_join_time).
• bot.joining fires when the scheduled time arrives.
• Without webhooks, poll GET /bots/{bot_id} — status shows Scheduled until then.

CLI: meetstream bot create <link> --join-at 2026-12-20T20:00:00Z.

Change or cancel a scheduled bot

CLI: meetstream calendar reschedule <bot-id> <iso8601> / meetstream calendar cancel <bot-id>.

2) Calendar event scheduling

Once a Google Calendar or Outlook Calendar is connected, MeetStream syncs events and detects meeting links (Google Meet, Zoom, Teams, plus Webex, GoToMeeting, BlueJeans, and Whereby links are recognized in events). Schedule a bot for any synced event:

$
curl -X POST "https://api.meetstream.ai/api/v1/calendar/schedule/<EVENT_ID>" \
>
  -H "Authorization: Token <YOUR_API_KEY>" \
>
  -H "Content-Type: application/json" \
>
  -d '{
>
    "bot_config": { "bot_name": "Notetaker", "video_required": false }
>
  }'

bot_config accepts everything create_bot does — transcription providers, webhooks, per-participant streams, timeouts.

Recurring meetings

• occurrence_date — schedule one specific occurrence
• schedule_all_occurrences: true — schedule every occurrence (capped by occurrence_limit, default 52)
• recurring_event: true — auto-reschedule the next occurrence after each meeting ends
• POST /api/v1/calendar/toggle-recurrence with {event_id, recurring_enabled} flips auto-rescheduling per event (400 if the event has no recurrence rule)
• Standard iCalendar RRULEs are supported: daily, weekly, bi-weekly, monthly, yearly

When the calendar changes

MeetStream listens to real-time push (Google watch channels / Microsoft Graph subscriptions):

• Meeting rescheduled → the bot’s join time updates automatically
• Meeting cancelled (or moved into the past) → the schedule is deleted and the bot marked Cancelled
• Recurring series edited → existing schedules are rebuilt with the updated times
• Google watch channels are renewed automatically before their ~30-day expiry

Unscheduling: DELETE /api/v1/calendar/schedule/{event_id} — optionally with cancel_all_occurrences: true or from_date for series.

3) Full auto-join

Turn on auto-scheduling and every upcoming meeting with a valid link gets a bot:

$
curl -X POST "https://api.meetstream.ai/api/v1/calendar/auto-schedule/enable" \
>
  -H "Authorization: Token <YOUR_API_KEY>" \
>
  -H "Content-Type: application/json" \
>
  -d '{ "default_bot_config": { "bot_name": "Notetaker" } }'

Mechanics worth knowing:

• A background job runs every 24 hours (midnight UTC) over events in the next 24 hours.
• Events that already have a bot are skipped (via deduplication keys), so auto-join composes safely with manual scheduling.
• Bots join 1 minute before the meeting starts.
• Override any individual meeting by scheduling it manually with a custom bot_config.
• Disable with POST /api/v1/calendar/auto-schedule/disable; inspect with GET /api/v1/calendar/auto-schedule/settings.

CLI: meetstream calendar auto-join on|off [-n name] [--video]. There’s also an Auto-schedule bots toggle on the dashboard’s Calendar page:

Never double-book a meeting

Scheduling and deduplication are designed to compose:

• Scheduling the same event twice returns 409 Conflict with the existing bot’s ID — change its config with PATCH /calendar/scheduled_bots/{bot_id} instead.
• A deduplication_key works inside bot_config on calendar scheduling and on create_bot with a future join_at: a replay returns the existing bot (200), and a key reused against a different meeting URL returns 409.
• Retrying the create call safely: use an Idempotency-Key header — a replay returns 507 with the original bot and no new charge.

Next steps

• Google Calendar OAuth Setup · Outlook Calendar Setup
• Deduplication & Idempotency Keys
• Webhooks and events — bot.scheduled and the full lifecycle