Bot via Email

The most convenient method: every user gets a personal bot email address. Invite this address as a participant to a meeting — the bot appears automatically at the right time.

Setup

1. Generate email address

   Settings → “Bot via Email” section → “Generate Email Address”.

   Your personal address looks something like: thomas-a1b2c3@bot.storyvault.eu

2. Set up sender whitelist

   Only invitations from approved email addresses are accepted. Enter your business email and the emails of your colleagues.

3. Configure default settings

   Set default values for new recordings:

   • Default company (only with multiple tenants): Which company should bot recordings be saved to? Useful if you are active in multiple organisations.
   • Default project: Which project should the recording be assigned to? Filtered dynamically based on the selected company.
   • Session type: Meeting, Interview, Lecture …
   • Recording mode: Audio Only, Speaker View, or Gallery View
   • Bot name: The name the bot appears under in the meeting

Everyday Use

1. Schedule a meeting in Outlook, Google Calendar, or another application
2. Add your bot email as a participant
3. StoryVault recognizes the invitation, extracts the meeting link and start time
4. The bot joins automatically one minute before the start
5. You receive a confirmation email

Automatic Updates

• Meeting rescheduled? → StoryVault updates the appointment automatically
• Meeting cancelled? → Bot is cancelled

Tip

Practical Example: The weekly leadership round as a recurring series in Outlook. The bot as a permanent invitee. A transcript is automatically created every week — no need to log into StoryVault.

View Scheduled Recordings

All scheduled bot sessions can be viewed in the Calendar →.

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This page corresponds to the onboarding video “Module 2, Lesson 2.4 — Bot via Email”.