Cancel a Recording
When a meeting is scheduled in Outdoo AI and pre-call reminder emails are turned on, prospects receive a notification before the call begins. If the meeting is canceled, make sure prospects don't receive this email. To prevent it, cancel the scheduled recording in Outdoo AI, not just in your calendar. How you do that depends on how the meeting was scheduled: some cancellations happen automatically, others need a manual step.
How Outdoo AI schedules recordings
Outdoo AI schedules recordings in two ways. The most common is calendar sync. Meetings can also be scheduled manually from Home > Shortcuts > Record a call.
1. Calendar sync
When you have permission to record web conference calls, Outdoo AI reads your calendar to find events with web conferencing links and decides whether to schedule a recording based on your organization's settings.
Outdoo AI picks up changes to calendar events (usually within 15 to 30 minutes) and updates the recordings to match. Updates or cancellations to recurring meetings are applied automatically, so you don't need to do anything.
2. Manual recording
Meetings can also be recorded with Record a call in the Shortcuts section of the Home page. To cancel one of these, turn off its recording from the Home page as described below.
Canceling meetings: best practices
Meetings scheduled through your calendar
Calendar meetings, whether one-time or recurring, are canceled automatically in Outdoo AI when you remove them from the calendar. To cancel a whole series, delete every instance from the calendar, not just one occurrence. Always choose to send cancellation emails to all participants, so no recording stays active in Outdoo AI because of another invited participant.
You can also turn off a recording from the Home page:
- Go to Home and find the meeting under Meetings for today. Use the date strip to move to another day.
- Turn off the Record toggle for that meeting.
This cancels only that recording.
When in doubt
Turning off the recording from the Home page is the most reliable way to make sure a meeting is fully canceled, because you can see the meeting and confirm the change.
Other considerations
Shadow calendar events
Sometimes a user creates a separate calendar event with the same name and details. These "shadow events" can trigger pre-call emails even if the original meeting is canceled. Cancel any duplicate events too.
Users who lose permission to record
If a meeting was scheduled manually by a user who later loses permission to record, that user should check the Home page for any remaining meetings and turn off their recordings there.
Hope this article was helpful. For any queries, please write to support@outdoo.ai