Your Org Records Once. Everyone Gets Access.

Your nonprofit runs on Google Meet. But not everyone on your team has a paid Google Workspace account.

So when you have an important board meeting or training session, half the org misses it. You record it somehow, send a Drive link, it gets buried, no one watches it.

The recording wasn't really the problem. Getting it to people was.

One person records. The whole community gets access.

VideoToBe is built for this. One person in your org has a VideoToBe account. When they schedule a meeting, they add [email protected] to the calendar invite. A bot joins at meeting time, records everything, and delivers the recording and transcript to their private workspace.

Then they share it to the community workspace. Everyone in the org can watch it and read the transcript. No one else needs a license or a paid account to view it.

Before you start

You need a VideoToBe account, and the email you use to send the calendar invite must be the same email as your VideoToBe account. The system checks the "From" address on the invite email. If it doesn't match a registered account, the bot won't join and you'll get a "sign up first" reply instead.

How to set it up

When you create the Google Calendar invite for your meeting, add [email protected] as a guest. That's the whole setup step.

Google Calendar will send the invite to [email protected] from your email address. Within a minute or two, you should receive a confirmation email from VideoToBe saying the recording is scheduled. If you don't get that confirmation, the bot is not scheduled -- check that the email on your VideoToBe account matches the one you sent the invite from.

At meeting time, a bot called "VideoToBe Recorder" appears in the waiting room. You click Admit. It sits quietly and records.

After the meeting ends, the recording shows up in your VideoToBe workspace. Usually within 15 minutes. You get the full video and a searchable, time-stamped transcript.

When you're ready, move it to your shared workspace. Your whole team can access it from there.

Private first, shared when you choose

The recording comes to you first. It doesn't auto-share anywhere.

This matters for nonprofits. A board discussion about budget or personnel decisions should not automatically land in a space visible to every volunteer. You review it. You decide what gets shared and when.

Tools like Otter and Fireflies push recordings into a shared org space automatically. VideoToBe doesn't work that way. The recording is yours until you choose to share it.

Common questions

Do I need to install anything? No. No app, no browser extension, no OAuth flow. Just add an email address to your calendar invite.

Do my team members need VideoToBe accounts to watch the recording? No. Only you as the organizer need an account. Everyone else just needs access to the shared workspace link.

What if I forgot to add the email to the invite? Go to your VideoToBe dashboard, paste the Google Meet link, and send the bot manually. As long as the meeting hasn't started yet, you're fine.

Does this work from mobile? Yes. You're adding an email address to a calendar invite. Works from any device and any calendar app.

Is this legal? Do participants know they're being recorded? The bot appears in the waiting room as "VideoToBe Recorder" and the host must click Admit before it joins. That admission step is the consent mechanism. We also recommend announcing at the start of the meeting that it is being recorded. See our guide on recording consent and legal requirements for more detail.

VideoToBe is built for organizations where not everyone has the same tools. One paid account. Recordings your whole community can access.