Version 4.0: Explanation email when a meeting summary isn't generated · July 2026

Last updated: August 5, 2026

When Spotlight.ai can't generate a meeting summary, users will now receive an email that explains why and what to do about it — instead of a generic "summary failed" message.

What's new

If Spotlight.ai knows why a meeting couldn't be summarized, an email that includes a clear Reason and Action will be sent out to the user.
If the cause is unknown, the email falls back to the generic "summary could not be generated" message.

Cases covered

Case	Reason	Action
No participants joined	No participants joined the meeting.	No action is required. If the meeting took place outside the scheduled calendar event, please ensure future sessions are held within the calendar meeting so Notetaker can attend.
The meeting was too short	The meeting duration was too brief to capture sufficient discussion.	Ensure meetings include substantive discussion so a recap can be generated.
Notetaker was placed in the waiting room	Notetaker was placed in the waiting room and was not admitted to the meeting.	Please admit Notetaker when the meeting begins to enable recap generation.
Notetaker was not authorized by the organizer	The meeting organizer did not authorize Notetaker to join the session.	Ensure the meeting organizer grants permission for Notetaker to join future meetings.
Low audio quality (conference room setup)	Audio quality during the session was insufficient to generate an accurate transcript.	Use a clear microphone setup that captures all speakers, particularly in conference room environments.
Empty transcript	The transcript did not contain enough content to produce a summary.	Confirm that the audio is properly connected and that the discussion is captured during the meeting.

If none of these cases apply, the email will fall back to the generic "summary could not be generated" notice.