Google Calendar sync is the foundation of Mavio’s automatic recording. Once connected, Mavio reads your calendar events, detects meeting links, and sends the bot to join at the right time — hands-free.

​
Connecting Google Calendar

1

Open integrations settings

Go to Settings > Integrations > Google Calendar.
2

Click Connect

Click Connect Google Calendar. You will be redirected to Google’s OAuth consent screen.
3

Authorize access

Sign in with the Google account that holds your work calendar and click Allow. Mavio requests read-only access to your calendar events.
4

Select calendars

After authorization, choose which calendars Mavio should monitor. You can select your primary calendar, shared team calendars, or both.
If you have separate work and personal Google accounts, connect the one that contains your work meetings. You can connect multiple Google accounts if your meetings span different calendars.

​
What Mavio reads from your calendar

Mavio accesses the following data from your calendar events:
DataPurpose
Event titleUsed as the default meeting name
Start and end timeDetermines when the bot should join and when to expect the meeting to end
Meeting linkZoom, Google Meet, or Teams link — tells the bot where to join
AttendeesUsed for speaker identification and sharing permissions
DescriptionScanned for meeting agendas to improve summary quality
Mavio has read-only access to your calendar. It cannot create, modify, or delete calendar events.

​
Auto-join configuration

Once your calendar is connected, configure how Mavio handles detected meetings:

​
Auto-join rules

Go to Settings > Recording > Auto-join rules to set your preferences:
RuleDescription
All meetingsRecord every event that has a supported meeting link
External onlyOnly record meetings with attendees from outside your organization
Minimum attendeesOnly record meetings with N+ participants (skip 1:1s, for example)
Keyword filterOnly record meetings whose title contains specific keywords (e.g., “sprint”, “client”, “review”)
Keyword exclusionSkip meetings with certain keywords (e.g., “social”, “lunch”, “1:1”)
Calendar filterOnly auto-join from specific calendars
You can combine multiple rules. For example: “Record all external meetings with 3+ attendees from my Work calendar.”

​
Per-meeting override

On the Mavio dashboard, your upcoming meetings are listed in the sidebar. Click any meeting to toggle the bot on or off for that specific event, overriding your auto-join rules.

​
Multiple calendars

Mavio supports monitoring multiple calendars simultaneously:
  • Multiple Google accounts — connect additional accounts in Settings
  • Shared team calendars — select team calendars during setup
  • Google Workspace resource calendars — monitor conference room calendars for room-based meetings

​
Calendar event enrichment

Mavio uses calendar data to enhance your meeting experience:
  • Meeting title becomes the recording name (editable later)
  • Attendee names are used for speaker identification, improving accuracy from the start
  • Event description is analyzed for agendas, which helps the AI produce more structured summaries
  • Recurring meetings are tracked so Mavio can show trends across instances (e.g., “weekly standup” over time)

​
Sync frequency

Mavio syncs your calendar in real time using push notifications from Google Calendar. Changes to events (rescheduled meetings, cancelled meetings, new invites) are reflected in Mavio within seconds. If you suspect a sync delay, go to Settings > Integrations > Google Calendar and click Sync now to force a refresh.

​
Privacy

  • Mavio reads only calendar metadata (title, time, attendees, meeting link, description). It does not access attachments, private notes, or other Google services.
  • Calendar data is encrypted in transit and at rest.
  • You can disconnect at any time. Disconnecting removes calendar access immediately — past recordings and transcripts are not affected.

​
Troubleshooting

Verify the correct calendar is selected in Settings > Integrations > Google Calendar > Calendars. Ensure the events have a valid Zoom, Google Meet, or Teams meeting link.
Adjust your auto-join rules in Settings > Recording. Use keyword exclusions or the per-meeting toggle to fine-tune which meetings are recorded.
Click Sync now in calendar settings. If the issue persists, disconnect and reconnect your Google Calendar.
Reconnect your calendar in Settings > Integrations > Google Calendar. You will need to re-authorize Mavio.