> ## Documentation Index
> Fetch the complete documentation index at: https://support.affinity.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Affinity Notetaker Admin Settings

> Control Affinity Notetaker for your whole organization: access, internal meeting notes, note language, who can edit notes, transcript retention, summary emails and transcript export.

> [!NOTE]
>
> **Reference** — what each setting does.

Admins control Affinity Notetaker for the whole organization from one place: the **Affinity AI** settings page (**Settings → Automations & AI → Affinity AI**), on the **Notetaker** card. Click **Edit** to change a setting.

**Who can change these settings:** Enterprise Admins and Admins. A Standard user can be given access with the **Manage Affinity AI feature access** permission on the Users and Permissions page.

Each person's own Notetaker preferences (Zoom connection, appearance and joining automatically) are on a separate page, **Settings → Notetaker**. See [How to set up and use Affinity Notetaker](https://support.affinity.co/s/article/How-to-set-up-and-use-Affinity-Notetaker.md).

![The Notetaker card on the Affinity AI settings page](https://mintcdn.com/support-affinity/V5hYdhcuotsVjHUm/images/features-notes/how-to-set-up-and-use-affinity-notetaker/notetaker-admin-settings-card.png?fit=max\&auto=format\&n=V5hYdhcuotsVjHUm\&q=85\&s=1e69778893b778f3dacb2e6006c5ebce)

| Setting | What it controls | Default |
| :- | :- | :- |
| [Notetaker access](#notetaker-access) | Whether anyone in your organization can use Notetaker | — |
| [Internal meeting notes creation](#internal-meeting-notes-creation) | Whether a note is saved in Affinity for meetings with only your team | Do not create internal meeting notes |
| [Meeting note language](#meeting-note-language) | The language of the summary note | English |
| [Meeting note edit permissions](#meeting-note-edit-permissions) | Who can edit a Notetaker note | Only the creator of the Notetaker note |
| [Transcript retention](#transcript-retention) | Whether Affinity keeps the transcript after the note is created | Retain transcripts |
| [Summary email recipients](#summary-email-recipients) | Who gets the summary email | Everyone from your team on the invite |

## Notetaker access

* **Enable** gives your organization access to Notetaker.
* **Disable** turns it off for everyone. The **Settings → Notetaker** page is hidden for all users while it's off.

## Internal meeting notes creation

Controls whether Notetaker creates a note in Affinity for meetings where everyone invited is from your organization.

* **Create internal meeting notes automatically** — a note is created and attached to the meeting. It doesn't appear on your company's profile; people open it from the summary email, or tag it to a person, company or opportunity to show it on their profile.
* **Do not create internal meeting notes** (default) — the meeting is summarized and sent by email only. No note or transcript is saved in Affinity.

Changing this isn't retroactive. Turning notes on doesn't create notes for past meetings, and turning them off doesn't remove notes already created.

### Who can see internal meeting notes

* **Enterprise:** only the meeting participants, whatever your **Fallback Behavior** setting, unless someone who can edit the note changes its sharing.
* **Scale and Advanced:** notes have no sharing permissions, so **everyone in your organization** can see an internal meeting note, including people who weren't in the meeting. That includes sensitive meetings such as 1:1s. People can find these notes in [Notes Center](https://support.affinity.co/s/article/Notes-center-reference.md), in search, and from a direct link.

To keep internal meetings private on Scale or Advanced, either choose **Do not create internal meeting notes**, or upgrade to Enterprise for note sharing permissions.

## Meeting note language

* **English** (default) — summary notes are always in English.
* **Match meeting language** — summary notes are in the language spoken during the meeting, including the section headings, if it's supported: Chinese, Danish, Dutch, French, German, Greek, Indonesian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish or Ukrainian. Otherwise they're in English.

Transcripts are always in the language spoken most during the meeting, whichever option you choose.

## Meeting note edit permissions

Controls who can edit meeting notes created by Notetaker.

![The Meeting note edit permissions setting and its two options](https://mintcdn.com/support-affinity/V5hYdhcuotsVjHUm/images/features-notes/how-to-set-up-and-use-affinity-notetaker/notetaker-edit-permissions.png?fit=max\&auto=format\&n=V5hYdhcuotsVjHUm\&q=85\&s=1150b8182b0bcb2d6b19cb8bd4154bb9)

* **Only the creator of the Notetaker note** (default) — only the user whose Notetaker joined the meeting can edit the note.
* **Everyone from your team on the invite** — all internal users invited to the meeting can edit the note: its content, the people, companies and opportunities it's tagged to, and its sharing.

> [!NOTE]
>
> * Only the note's creator can delete the note or its transcript, whichever option is selected.
> * External attendees can never edit the note.
> * Teammates can only edit a note they can see, and can only tag it to records they have access to.
> * Re-tagging a note can change who can see it, because a note's visibility depends on what it's tagged to.
> * Teammates can't edit the note from a profile's **Activity Timeline** yet. They can edit it everywhere else notes appear, such as the **Notes** tab and Notes Center.

## Transcript retention

Controls whether Affinity keeps the meeting transcript after the Notetaker summary note is created. Either way, our third-party transcription service stores it for 7 days before deleting it, to support data recovery.

* **Retain transcripts** (default) — anyone with access to the summary note can view the transcript.
* **Do not retain transcripts** — the transcript is deleted as soon as the summary note is created.

> [!NOTE]
>
> Worth knowing before you turn retention off:
>
> * The summary note is still created and attached as usual. Only the transcript is removed.
> * It applies **going forward only**. It doesn't delete transcripts Affinity has already stored.
> * To delete a single transcript instead, the note's creator can [delete it from the note](https://support.affinity.co/s/article/How-to-set-up-and-use-Affinity-Notetaker.md#delete-a-transcript).

## Summary email recipients

Controls who receives the meeting summary email after Notetaker runs. **External meeting participants never receive summary emails**, whichever option is selected.

| Option | Who receives the email |
| :- | :- |
| **Everyone from your team on the invite** (default) | All internal users invited to the meeting, whether or not they attended. |
| **Only people who requested Notetaker** | Internal users who turned Notetaker on for this meeting. If more than one person requested it, they all receive it. |
| **Only the meeting organizer** | The internal user who created the calendar invite, if they turned Notetaker on for this meeting. If the organizer is external, or didn't turn Notetaker on, no one receives the email. |
| **No one** | Turns off summary emails for your whole org. |

Summary emails only go to active Affinity users. There's no per-user opt-out: this setting applies to everyone.

## Export transcripts in bulk

You can export every meeting transcript you have access to as a single download, from the same settings tab as the bulk note and list exports.

1. Go to **Settings → Data & Privacy → Export Data**.
2. Next to **Export all meeting transcripts I have access to**, click **Export**.
3. The export is prepared in the background. You'll be notified when it's ready to download, by email and under **Notifications** in the left sidebar.

The download is a `.zip` holding one `.txt` file per transcript. Each file opens with the meeting title, date, duration and participants, then the transcript itself as timestamped, speaker-labelled lines.

> [!NOTE]
>
> * This needs the same access as the existing **Export all notes I have access to** option — in practice, **Enterprise Admins**. See [How to export notes from Affinity](https://support.affinity.co/s/article/How-to-export-notes-from-Affinity.md).
> * The export respects permissions: you get the transcripts you can already open in Affinity, and no others.
> * If you'd rather pull transcripts programmatically, there is also a Transcripts API and the Snowflake and Databricks data shares. Both need development work on your side; this in-app export is the self-serve option.


## Related topics

- [Manage AI Settings (Admin Guide)](https://support.affinity.co/s/article/Manage-AI-Settings.md)
- [How To Set Up And Use Affinity Notetaker](https://support.affinity.co/s/article/How-to-set-up-and-use-Affinity-Notetaker.md)
- [How To Use Notetaker In Affinity For Salesforce](https://support.affinity.co/s/article/How-to-use-Notetaker-in-Affinity-for-Salesforce.md)
- [How To Export Notes From Affinity](https://support.affinity.co/s/article/How-to-export-notes-from-Affinity.md)
- [Troubleshooting For Affinity Notetaker](https://support.affinity.co/s/article/Troubleshooting-for-Affinity-Notetaker.md)


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