AI Notetaker IT Admin Checklist: 12 Controls to Verify

To approve an AI notetaker, IT teams check twelve things: SSO, SCIM provisioning and deprovisioning, roles and team-scoped visibility, sharing defaults, retention and deletion, data residency, a DPA and subprocessor list, AI training, integration scopes, audit logs, the consent model (bot or bot-free) and security reports such as SOC 2. Automatic deprovisioning requires SCIM.

This guide is vendor-neutral. Every row says what to ask, what evidence to request and what should make you pause. It then answers the five questions IT leads ask most, from deprovisioning to Slack scopes, and ends with a rollout plan for 100 people and for 800 sellers. Reline makes an AI notetaker, so wherever we mention it, we say plainly what it has and does not have today.

Print this table or paste it into your vendor review ticket. Ask for evidence, not a yes: a screenshot of the admin setting, a help-center page or a signed document.

Yes, if the notetaker supports SCIM 2.0, the open standard defined in RFC 7643 and RFC 7644 for creating, updating and removing user accounts across systems. Your identity provider, such as Okta or Microsoft Entra ID, then pushes changes to the notetaker, and offboarding someone in the directory deactivates them in the app without a ticket.

Microsoft documents exactly what Entra ID does. When a user is unassigned from the app, falls out of scope or is disabled, Entra sends an update that sets the SCIM active attribute to false. When the user is permanently deleted, which happens 30 days after a soft delete in Entra, it sends a DELETE request. Changes travel in periodic incremental cycles, so deprovisioning is automatic but not instant.

1. Remove a test user from the app's group in your IdP and wait for the next provisioning cycle.
2. Confirm the user can no longer sign in on the web or the desktop app, and that existing sessions end.
3. Check that the user's calendar connection stops: no more meetings joined or recorded under their name.
4. Check API keys, MCP or integration tokens the user created, and whether they were revoked.
5. Decide who owns the leaver's notes and recordings: transferred to a manager, kept, or deleted on a schedule.
6. Look for the deactivation event in the vendor's audit log.

Where Reline stands: SCIM provisioning is on our roadmap and is not live today, so offboarding in Reline is a manual step that a workspace admin takes. SSO with Google and Microsoft through WorkOS is available on request for Enterprise workspaces. Generic SAML SSO, for example with Okta, is also on the roadmap. Our security page shows which controls are live and which are planned.

At 800 seats, every manual step becomes a recurring ticket queue, and sales teams change often. For a sales rollout of that size, IT and RevOps usually require:

• SSO enforced for the company domain, plus SCIM, so joiners and leavers flow from HR to the IdP to the notetaker.
• Group-to-role mapping, so a group in the IdP decides who is a rep, a manager or an admin.
• Hierarchy or team-scoped call access: reps see their own calls, managers see their team's calls, enablement sees a curated library.
• Recording rules by meeting type, for example internal only, external with disclosure, or never on HR and legal calendars.
• CRM write scopes limited to the objects and fields the tool needs, with a field map signed off by RevOps.
• Admin locks on public share links and on exports, so a recording cannot leave the company with one click.
• Audit log export into your SIEM, and a retention schedule that legal has approved.
• A security review packet: DPA, subprocessor list, pen test summary and, where available, a SOC 2 report.

If a vendor cannot show the first three in a trial workspace, an 800-seat rollout will cost IT more time than the notes save the sellers.

That caution is reasonable. A 100-person company usually has one or two people covering IT, no SIEM and no procurement team, so the goal is a right-sized bar, not the full enterprise list. A practical minimum:

1. Sign-in through the identity provider you already use (Google or Microsoft), so a leaver can no longer sign in once their account is closed.
2. Notes private by default, with sharing as a deliberate action and an admin switch for public links.
3. A signed DPA, a public subprocessor list and a written no-training commitment.
4. An admin who can remove a user and see a log of membership and sharing changes.
5. A one-page acceptable-use policy covering consent, which meetings to record and where notes live. Our AI notetaker policy template is a starting point.
6. A pilot with 5 to 10 people for two to four weeks before you open it to everyone.

Reline is built for this size. Notes are private by default, and a workspace role alone grants no access to any note. Admins on every plan can stop members from exporting workspace notes, copying them into another workspace or moving them out. Enterprise adds a workspace audit log and policy locks for an email domain allow-list and disabled public sharing. Reline does not have a SOC 2 report today, so if your IT lead needs one, raise it early.

Yes, in most business tools, but the mechanism differs, and the mechanism decides how much admin work it takes. There are three common models.

Two checks matter more than the model. First, can admins read every call by default? If so, decide whether that is acceptable for HR, legal and deal-desk calls. Second, does a public share link bypass the model? A rep can usually forward a link, so you want an admin switch that turns public links off.

In Reline, access is private by default. A workspace role, including Owner or Admin, grants nothing on a note or folder by itself. Sales ops can create a private teamspace per sales team and add each manager to their team's teamspace, or grant them the team's folder, so a manager sees that team's notes and nobody else's. Reline does not read your org chart to build access from reporting lines.

Yes, at three levels: whether the app can be installed at all, which scopes it holds and which channels it posts to.

1. Require app approval in Slack. A Workspace Owner can turn on Slack's approved-apps setting so members cannot install the notetaker on their own. Approving an app means approving the scopes it asks for.
2. Read the scopes. chat:write lets an app send messages. channels:history and groups:history let it read messages in channels it has been added to, and files:read lets it view shared files. A notetaker that only posts recaps should not need the history or file scopes.
3. Decide what gets posted: a short summary, action items, the full transcript or a link to the recording. A summary in a public channel can still contain a customer's pricing or an employee's name.
4. Pin the destination. Prefer a channel per team or per account, set by an admin, over a default channel any user can change.
5. Know who can switch on automatic posting for a whole team, and whether that change is logged.

Reline's Slack app requests four bot scopes: channels:read, groups:read, chat:write and chat:write.public. It does not request channel history or file scopes. It posts a note's AI summary to the channel chosen for that folder or teamspace, a folder can opt out, and turning on automatic posting for a whole teamspace is recorded in the workspace audit log. Reline does not integrate with a CRM today; its connectors are Slack, Linear, Notion, Zapier, webhooks and an MCP server.

Under GDPR Article 28 the vendor is your processor. The DPA must say it engages subprocessors only with your written authorisation and gives you a chance to object to changes, and that at the end of the service it deletes or returns your personal data, at your choice. Get both clauses in writing, plus the retention settings an admin controls during the contract.

• Retention: can admins set an automatic delete schedule for recordings and transcripts, separately?
• Deletion: when a user deletes a note, does it go to a trash first, and when is it permanently removed?
• Residency: where are the database, the recordings and the AI processing hosted? Is an EU region available, and on which plan?
• Exit: can you export everything in a usable format before the contract ends?

Reline today: deleted notes and folders stay in the trash and are permanently removed after 30 days. There is no admin-set auto-delete schedule for live notes yet. Data is hosted in the United States, with the database on Convex and recordings on Cloudflare R2; an EU region is not available today. Reline's DPA incorporates the Standard Contractual Clauses, and the subprocessor page lists each vendor's purpose and location, with workspace owners emailed 30 days before a change.

Ask for a written statement, in the terms or the DPA, that your audio, transcripts and notes are not used to train models, including by the vendor's AI providers. Then look at how capture works, because it decides how participants find out:

• Bot-based tools join the call as a visible participant. Everyone sees the bot, but it can join external calls automatically from a calendar invite unless an admin restricts it.
• Bot-free tools capture audio on the user's device. No extra participant appears, so your policy must require users to tell people they are recording and to follow local consent law.

Reline is bot-free: it captures microphone and system audio locally on Mac, Windows, Linux (beta) or in the browser, then transcribes, summarizes and stores it in the cloud. Your audio and transcripts are not used to train third-party models. Because no bot announces the recording, the disclosure rule in your policy matters more, not less.

In both cases, write down the offboarding steps before the first seat is added. The quiet risks are a leaver who still has access and a link that was never meant to be public.

Use the checklist with any vendor, including us. If a row decides your approval and Reline is not there yet, tell us: that is how we order the roadmap.