Let clients know a meeting may be transcribed

If you record or transcribe meetings (for example with the AI notetaker), you can let clients know before they book. This is a notice, not a blocking consent gate — clients see that meetings may be transcribed and can opt out — booking is never blocked.

Turn it on

1. Open Dashboard → Booking pages and select the meeting type.
2. In the Details card, switch on Transcription notice (just under Enable waitlist).

The setting is per meeting type, so you can show the notice only for the sessions you actually record.

What clients see

On the final booking step, the client sees a notice explaining that meetings with you may be transcribed for notes and AI-generated summaries, that raw audio isn't retained, and that the transcript and summary are saved to your Your Day Schedule account. Underneath it, a pre-checked box reads "I understand this meeting may be transcribed for notes and AI summaries" — unchecking it is how a client opts out.

Either way, the Book button stays enabled — nothing about this setting can stop a client from booking.

Your evidence

Every booking on a transcription-notice meeting type saves one of two things, attached to the booking and never both:

• If the client left the box checked, YourDay stores the exact notice wording shown and the server time they proceeded.
• If the client opted out, YourDay stores the time they opted out instead.

The record can't be edited afterwards — not even by you — so it holds up as evidence either way.

You can retrieve it any time: the Booking history CSV (Settings → Privacy & security → Your data) includes a Recording consent column and a Transcription opt-out column, each filled in only when that outcome applies to the booking.

When a client opts out

You're told twice:

• The booking shows a No transcription badge in your Bookings list.
• The calendar event (Google, Outlook, or iCloud) gets "⚠️ Client opted out of transcription — do not record" as the first line of its description.

YourDay doesn't block the recorder when a client opts out. Honoring the opt-out is on you, per the Terms.

Good to know

• Reschedules don't re-ask. The original consent or opt-out state stays attached to the booking when the time changes.
• Bookings you create yourself — the dashboard's New meeting button, poll finalizes, and bookings Daily makes for you in chat — don't show the notice or store anything. The notice is for clients booking through your public page.
• Existing bookings made before this changed keep whatever consent evidence they already had.