Rules let workspace admins give specific meetings their own settings. For example, you can require consent to record on every external call, or delete board meeting recordings after 7 days. Meetings that no rule covers keep your regular workspace settings. This article explains how rules work, how to create and order them, and how to check which rules apply to a meeting.
Note: Rules are available on the Enterprise plan. Only workspace admins can see the Rules page and create, edit or delete rules.
How to Access Rules
Click your workspace logo in the top-left corner and select Workspace settings.
Click Rules in the left panel.
How Rules Work
A rule only changes the settings it lists, and only for the meetings it matches. Everything else keeps following your workspace defaults on the Recordings, Sharing, and Content & retention pages. Rules also apply to meetings that already happened. Fellow checks your rules every time something happens to a meeting, such as when someone shares the notes or when a recording is due for deletion.
Every rule has two parts:
When: the conditions a meeting must meet, such as "the meeting is external". A meeting must meet every condition in the rule.
Apply: the settings Fellow uses for the meetings that match, such as Require consent to record: On.
Each rule card shows its name, who last updated it and when, its conditions under WHEN and its settings under THEN. A lock next to a setting means people can't override it in their own settings or in a series.
Create a Rule
Click New. The rule is added to the top of the list. To place it somewhere else, hover just below a rule and click +.
Enter a title that describes what the rule is for, such as "Legal meetings" or "Customer calls".
Under When, click +, choose a condition, and enter its value. To change how it compares, click the middle word, such as contains.
Under Apply, click +, search for a setting, and choose its value. Add as many settings as you need.
If a setting shows a lock, choose whether to lock it. Settings start unlocked. Learn more in Locked and Unlocked Settings below.
Click Save.
The rule applies as soon as you save it. To save, a rule needs a title, at least one condition, and at least one setting.
Conditions you can use
Condition | What it checks | Example |
Meeting title | The meeting's title. Choose contains, does not contain, is, is not, starts with, ends with, matches regex, or does not match regex. Capital letters don't matter. | Title contains "board" |
Organizer | Who organizes the meeting, by person or email address. Check Include all reports to also match everyone who reports up to that person. | Organizer is Dana Lee, with Include all reports checked |
Attendee | Who attends: specific people (with or without their reports), an email address, everyone on a manager's team, or whether the meeting is external. | Any attendee is Dana Lee |
Attendee count | How many people are invited. | Attendee count greater than 10 |
Scheduled duration | How long the meeting is, in minutes. Once a meeting is recorded, Fellow uses the recording's length. | Duration greater than 60 min |
A meeting must meet every condition in a rule. To cover two situations, such as board meetings or meetings with your auditors, create two rules.
Good to know:
External meetings: a meeting is external when at least one attendee's email is outside your workspace's domains, or its notes are shared with another Fellow workspace.
Regex: use matches regex for titles a few words can't describe, such as every "Q1 review" through "Q4 review". Click Test regex to read the pattern in plain words and try it on a sample title.
Meetings without a calendar event: when someone records from the desktop app or Zoom without a calendar event, the person who started the recording counts as the organizer. If Fellow doesn't know a meeting's organizer or length, Organizer and Scheduled duration conditions won't match it.
"Is not" conditions: Any attendee is not Dana Lee matches any meeting with at least one attendee who isn't Dana. It doesn't check whether Dana is absent.
Settings a rule can apply
Settings are grouped the same way as your workspace settings pages.
Recordings
Recording: Deny stops Fellow from recording the meeting. The Note Taker can't join, even when invited, and recording from the Fellow desktop app, mobile app and Zoom native recording is blocked. Recordings started without a calendar event aren't checked.
Auto-record: On sends the Note Taker to the meeting without anyone inviting it. Off doesn't stop people from inviting the Note Taker or recording themselves. To block all recording, use Recording: Deny.
Require consent to record: attendees see a consent page before they join, where they agree or decline to be recorded.
Recording disclosure: who receives the email, sent about an hour before the meeting, saying it will be recorded. Choose All attendees, External and internal invitees without a Fellow account, External invitees or None. You can add your own text for these meetings, or leave it empty to use your workspace's message.
Sharing
Sharing by members: Deny means only admins can share these meetings' notes and recordings.
Series sharing: whether a whole recurring meeting, with all its notes, can be shared at once.
Series public link: whether people can create a public link to the whole meeting series.
AI Notes public links: whether people can create public links to these meetings' AI Notes and recordings. Deny turns public links off, and links already shared stop opening for people outside your workspace. With Allow, you can also turn on:
Require sign-in: viewers must sign in to watch the recording or read the transcript. The AI Notes stay visible.
Password protection: viewers must enter a password. A link can't be opened until someone who can edit the meeting sets one.
Share externally: whether notes can be shared with guests or with people in other Fellow workspaces.
Email recipients: who notes can be emailed to: Anyone, Internal only (people with your organization's email domain) or No email.
Send to external integrations: whether notes and AI Notes can be sent to connected tools, such as Slack, Microsoft Teams, HubSpot, Salesforce, Notion, Confluence or Google Docs. Recordings and transcripts are never sent.
Allow publishing to channels: where people can publish these meetings' AI Notes: Any channel, Only selected channels or Not allowed. This also limits auto-publishing.
Auto-publish to channels: publishes these meetings' AI Notes to the channels you choose as soon as they're ready.
Content & retention
User deletion: Deny means only admins can delete these meetings' notes and recordings.
Copy transcript and AI Notes: Allow, Log (each copy is recorded in the audit log) or Deny (copy buttons are turned off and text can't be selected).
Download recording, transcript and AI Notes, or print meetings: Allow, Log (each download or print is recorded in the audit log) or Deny (downloading, exporting to Word and printing are turned off).
Recap viewer stats: whether meeting owners can see who viewed the AI Notes and clips.
Redaction: whether people can redact parts of the recording and transcript.
Content disclaimer: text added when someone copies or downloads the transcript or AI Notes. It replaces your workspace disclaimer for these meetings. Leave it empty to add no disclaimer.
Templates
Agenda template: the template new notes for these meetings start with.
AI Notes template: the template Fellow uses to write these meetings' AI Notes.
Good to know: rules apply to admins too, except Sharing by members, Series sharing and User deletion, which never stop an admin. Some settings only appear if your plan includes the matching feature.
When Several Rules Match a Meeting
Fellow reads your rules from the top of the list down. For each setting, the first matching rule that sets it wins. A lower rule still applies any settings the rules above it don't set.
Example: your list has two rules.
Legal meetings (title contains "legal"): Recording: Deny
External meetings (meeting is external): Recording disclosure: All attendees and Email recipients: Internal only
A meeting called "Legal review" with an outside lawyer matches both rules. It isn't recorded, because of the first rule. It also gets Email recipients: Internal only from the second rule, because the first rule doesn't set it.
To change which rule wins, drag a rule by its header to a new place in the list.
Find conflicting rules
On the Rules page: a setting that can never take effect, because a higher rule or a locked rule always decides it first, is shown as overridden. Hover over it to see which rule wins.
In the rule editor: the Conflicting rules section at the bottom lists the rules that override this rule's settings. Click the info icon next to any setting to see every rule that sets it, in order, ending with the Workspace default.
Locked and Unlocked Settings
Five settings can be locked: Auto-record, Require consent to record, Recording disclosure, Agenda template and AI Notes template. These are the settings a meeting series can also set for itself.
Unlocked: the rule sets the starting value. A meeting series' own setting still wins. For Auto-record, an attendee whose own settings record their meetings also wins.
Locked: nobody can change the value for matching meetings. A locked setting also wins over every unlocked rule, wherever that rule sits in the list.
All other settings always apply exactly as the rule says, so they have no lock.
Good to know: if you lock Recording disclosure or Require consent to record on the Recordings page, an unlocked rule can't change it. Lock the setting in the rule too.
Edit, Reorder or Delete a Rule
Edit: click the three dots on the rule, select Edit, make your changes and click Save.
Reorder: drag the rule by its header. Clear the Search box first.
Delete: click the three dots on the rule, select Delete and confirm. The rule stops applying immediately and can't be restored.
Rules can't be paused. To stop a rule for a while, delete it and create it again later.
To find a rule, use the Search box above the list. It searches titles, conditions, settings, and the admin who last edited each rule.
Rules Created From Your Auto-Record Policies
If your workspace used auto-record policies, Fellow converted them to rules when rules were turned on:
Each auto-record policy became a rule with Auto-record: On, named "Auto-record: …".
Each recording restriction became a rule with Recording: Deny, named "Recording restriction: …".
Converted rules are added at the bottom of the list. The Policies tab on the Recordings page no longer appears, so edit these rules on the Rules page like any other. People's personal auto-record rules aren't converted and keep working from their own settings.
A few things look different in converted rules:
Title or attendee emails: this condition checks the meeting title and attendee emails at the same time, as the old policies did. You can't add it to new rules.
No conditions: a policy that covered all meetings becomes a rule with no conditions. Add a condition before you save changes to it.
Split rules: a policy that named some people with their reports and some without becomes two rules.
Meetings are recorded the same way as before. The only visible change is that the person Fellow lists as inviting the Note Taker may be different.
See Which Rules Apply to a Meeting
The Policy Inspector shows every setting that applies to a meeting and where each one comes from. Anyone who can open the meeting can use it.
Open the meeting.
Click the three-dot menu in the top-right corner.
Select Policy Inspector.
The inspector has tabs for Recordings, Sharing, Content & retention, and Templates. Each setting shows its value, a lock if it's locked, and its source: a rule's name, Series settings, User defaults, or Workspace default. Admins can click View rule to open the rule.
See Who Changed a Rule
Every rule an admin creates, edits, reorders, or deletes is recorded in Workspace settings → Audit log, with the admin's name and what changed. When a rule sets copying or downloading to Log, each copy, download, or print of a matching meeting also appears there.
Frequently Asked Questions
What happens to meetings that no rule matches? They follow your workspace settings, exactly as before.
Can people in my workspace see my rules? Only admins can see the Rules page.
Why was a meeting recorded when my rule sets Auto-record to Off? The meeting series or an attendee's own settings turned recording on, and Auto-record isn't locked in your rule. Lock it to decide for everyone. To block all recording, use Recording: Deny.
Can a rule use "or"? No. All the conditions in a rule must be true together. Create a second rule for the other situation.
How many rules can I have? Up to 250 per workspace.
Do rules change my other workspace settings? No. Those pages keep the workspace default. A rule only takes over for the meetings it matches.