Configure Recall bot server variables (#21774)

## What changed

- Added server variables for Recall bot leave behavior
- Added `RECALL_BOT_JOIN_EARLY_MINUTES` so the bot can join slightly
before meeting start
- Defaults stay aligned with Recall where applicable
- Kept descriptions more human-friendly in app config + README


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packages/twenty-apps/internal/twenty-meeting-bot/README.md

@@ -17,7 +17,9 @@ Run `yarn twenty help` to list all available commands.
 
 ## Recall.ai configuration
 
-This app schedules Recall.ai meeting bots and ingests their lifecycle events. A server admin configures it through server variables on the application registration (Settings → Applications → Twenty Meeting Bot):
+This app schedules Recall.ai meeting bots and ingests their lifecycle events.
+
+A server admin configures Recall credentials through server variables on the application registration (Settings → Applications → Twenty Meeting Bot):
 
 | Server variable | Required | Purpose |
 | --- | --- | --- |
@@ -25,6 +27,16 @@ This app schedules Recall.ai meeting bots and ingests their lifecycle events. A
 | `RECALL_REGION` | No | Recall.ai region for API requests. Defaults to `eu-central-1`. |
 | `RECALL_WEBHOOK_SECRET` | Yes | Svix signing secret (`whsec_…`) used to verify incoming Recall webhooks. |
 
+A workspace admin can adjust bot behavior through application variables:
+
+| Application variable | Default | Purpose |
+| --- | --- | --- |
+| `RECALL_BOT_NAME` | `Twenty Meeting Bot` | Display name used when scheduling Recall.ai meeting bots. |
+| `RECALL_BOT_JOIN_EARLY_MINUTES` | `1` | How many minutes before the meeting start time the bot should join. Set to `0` to join at the scheduled start time. |
+| `RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS` | `1200` | How many seconds the bot waits in a meeting lobby before giving up and leaving. |
+| `RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS` | `1200` | How many seconds the bot stays in an empty meeting when no one else ever joins. |
+| `RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS` | `2` | How many seconds the bot keeps recording after everyone else leaves the meeting. |
+
 ### Configuring the webhook
 
 The app exposes an unauthenticated route, `POST /webhook/recall`, that verifies the Recall/Svix signature and updates the matching `CallRecording`'s lifecycle status (`JOINING` → `RECORDING` → `PROCESSING`, or `FAILED_UNKNOWN`).

packages/twenty-apps/internal/twenty-meeting-bot/src/application-config.ts

@@ -3,11 +3,23 @@ import { defineApplication } from 'twenty-sdk/define';
 import { APP_DESCRIPTION } from 'src/constants/app-description';
 import { APP_DISPLAY_NAME } from 'src/constants/app-display-name';
 import { APPLICATION_UNIVERSAL_IDENTIFIER } from 'src/constants/application-universal-identifier';
+import { RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER } from 'src/constants/recall-bot-everyone-left-timeout-seconds-app-variable-universal-identifier';
+import { RECALL_BOT_JOIN_EARLY_MINUTES_APP_VARIABLE_UNIVERSAL_IDENTIFIER } from 'src/constants/recall-bot-join-early-minutes-app-variable-universal-identifier';
 import { RECALL_BOT_NAME_APP_VARIABLE_UNIVERSAL_IDENTIFIER } from 'src/constants/recall-bot-name-app-variable-universal-identifier';
+import { RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER } from 'src/constants/recall-bot-noone-joined-timeout-seconds-app-variable-universal-identifier';
+import { RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER } from 'src/constants/recall-bot-waiting-room-timeout-seconds-app-variable-universal-identifier';
+import { DEFAULT_RECALL_BOT_JOIN_EARLY_MINUTES } from 'src/logic-functions/constants/default-recall-bot-join-early-minutes';
 import { DEFAULT_RECALL_BOT_NAME } from 'src/logic-functions/constants/default-recall-bot-name';
 import { DEFAULT_RECALL_REGION } from 'src/logic-functions/constants/default-recall-region';
 import { RECALL_API_KEY_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-api-key-env-var-name';
+import { RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS } from 'src/logic-functions/constants/recall-bot-everyone-left-timeout-seconds';
+import { RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-everyone-left-timeout-seconds-env-var-name';
+import { RECALL_BOT_JOIN_EARLY_MINUTES_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-join-early-minutes-env-var-name';
 import { RECALL_BOT_NAME_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-name-env-var-name';
+import { RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS } from 'src/logic-functions/constants/recall-bot-noone-joined-timeout-seconds';
+import { RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-noone-joined-timeout-seconds-env-var-name';
+import { RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS } from 'src/logic-functions/constants/recall-bot-waiting-room-timeout-seconds';
+import { RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-waiting-room-timeout-seconds-env-var-name';
 import { RECALL_REGION_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-region-env-var-name';
 import { RECALL_WEBHOOK_SECRET_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-webhook-secret-env-var-name';
 
@@ -23,6 +35,38 @@ export default defineApplication({
       isSecret: false,
       value: DEFAULT_RECALL_BOT_NAME,
     },
+    [RECALL_BOT_JOIN_EARLY_MINUTES_ENV_VAR_NAME]: {
+      universalIdentifier:
+        RECALL_BOT_JOIN_EARLY_MINUTES_APP_VARIABLE_UNIVERSAL_IDENTIFIER,
+      description:
+        'How many minutes before the meeting start time the bot should join. Set to 0 to join at the scheduled start time.',
+      isSecret: false,
+      value: String(DEFAULT_RECALL_BOT_JOIN_EARLY_MINUTES),
+    },
+    [RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_ENV_VAR_NAME]: {
+      universalIdentifier:
+        RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER,
+      description:
+        'How many seconds the bot waits in a meeting lobby before giving up and leaving.',
+      isSecret: false,
+      value: String(RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS),
+    },
+    [RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_ENV_VAR_NAME]: {
+      universalIdentifier:
+        RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER,
+      description:
+        'How many seconds the bot stays in an empty meeting when no one else ever joins.',
+      isSecret: false,
+      value: String(RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS),
+    },
+    [RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_ENV_VAR_NAME]: {
+      universalIdentifier:
+        RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER,
+      description:
+        'How many seconds the bot keeps recording after everyone else leaves the meeting.',
+      isSecret: false,
+      value: String(RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS),
+    },
   },
   serverVariables: {
     [RECALL_API_KEY_ENV_VAR_NAME]: {

packages/twenty-apps/internal/twenty-meeting-bot/src/constants/recall-bot-everyone-left-timeout-seconds-app-variable-universal-identifier.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER =
+  'c866ddd4-fb7b-4cb4-8ad1-5599755e495c';

packages/twenty-apps/internal/twenty-meeting-bot/src/constants/recall-bot-join-early-minutes-app-variable-universal-identifier.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_JOIN_EARLY_MINUTES_APP_VARIABLE_UNIVERSAL_IDENTIFIER =
+  '0568ebb2-3f64-47de-8c0d-d367dfbb7462';

packages/twenty-apps/internal/twenty-meeting-bot/src/constants/recall-bot-noone-joined-timeout-seconds-app-variable-universal-identifier.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER =
+  '241180e8-d864-4160-ad02-db44a9e8d395';

packages/twenty-apps/internal/twenty-meeting-bot/src/constants/recall-bot-waiting-room-timeout-seconds-app-variable-universal-identifier.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_APP_VARIABLE_UNIVERSAL_IDENTIFIER =
+  '12e4e14d-d539-4d07-b477-4773539dd20b';

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/default-recall-bot-join-early-minutes.ts

@@ -0,0 +1 @@
+export const DEFAULT_RECALL_BOT_JOIN_EARLY_MINUTES = 1;

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/milliseconds-per-minute.ts

@@ -0,0 +1 @@
+export const MILLISECONDS_PER_MINUTE = 60_000;

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/recall-bot-automatic-leave.ts

@@ -1,7 +1,73 @@
-import { RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS } from 'src/logic-functions/constants/recall-bot-noone-joined-timeout-seconds';
-import { RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS } from 'src/logic-functions/constants/recall-bot-waiting-room-timeout-seconds';
+import { isUndefined } from '@sniptt/guards';
 
-export const RECALL_BOT_AUTOMATIC_LEAVE = {
-  waiting_room_timeout: RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS,
-  noone_joined_timeout: RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS,
+import { RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-everyone-left-timeout-seconds-env-var-name';
+import { RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-noone-joined-timeout-seconds-env-var-name';
+import { RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-waiting-room-timeout-seconds-env-var-name';
+import { getApplicationVariableValue } from 'src/logic-functions/utils/get-application-variable-value.util';
+import { isNonEmptyString } from 'src/logic-functions/utils/is-non-empty-string.util';
+
+type RecallBotAutomaticLeave = {
+  waiting_room_timeout?: number;
+  noone_joined_timeout?: number;
+  everyone_left_timeout?: {
+    timeout: number;
+    activate_after: number;
+  };
 };
+
+export const getRecallBotAutomaticLeave = ():
+  | RecallBotAutomaticLeave
+  | undefined => {
+  const waitingRoomTimeoutSeconds = getOptionalPositiveIntegerVariable(
+    RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_ENV_VAR_NAME,
+  );
+  const nooneJoinedTimeoutSeconds = getOptionalPositiveIntegerVariable(
+    RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_ENV_VAR_NAME,
+  );
+  const everyoneLeftTimeoutSeconds = getOptionalPositiveIntegerVariable(
+    RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_ENV_VAR_NAME,
+  );
+
+  const automaticLeave: RecallBotAutomaticLeave = {};
+
+  if (!isUndefined(waitingRoomTimeoutSeconds)) {
+    automaticLeave.waiting_room_timeout = waitingRoomTimeoutSeconds;
+  }
+
+  if (!isUndefined(nooneJoinedTimeoutSeconds)) {
+    automaticLeave.noone_joined_timeout = nooneJoinedTimeoutSeconds;
+  }
+
+  if (!isUndefined(everyoneLeftTimeoutSeconds)) {
+    automaticLeave.everyone_left_timeout = {
+      timeout: everyoneLeftTimeoutSeconds,
+      activate_after: 0,
+    };
+  }
+
+  return Object.keys(automaticLeave).length === 0 ? undefined : automaticLeave;
+};
+
+const getOptionalPositiveIntegerVariable = (
+  variableName: string,
+): number | undefined => {
+  const rawValue = normalizeOptionalString(
+    getApplicationVariableValue(variableName),
+  );
+
+  if (isUndefined(rawValue)) {
+    return undefined;
+  }
+
+  const timeoutSeconds = Number(rawValue);
+
+  if (!Number.isInteger(timeoutSeconds) || timeoutSeconds <= 0) {
+    return undefined;
+  }
+
+  return timeoutSeconds;
+};
+
+const normalizeOptionalString = (
+  value: string | undefined,
+): string | undefined => (isNonEmptyString(value) ? value.trim() : undefined);

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/recall-bot-everyone-left-timeout-seconds-env-var-name.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS_ENV_VAR_NAME =
+  'RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS';

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/recall-bot-everyone-left-timeout-seconds.ts

@@ -0,0 +1 @@
+export const RECALL_BOT_EVERYONE_LEFT_TIMEOUT_SECONDS = 2;

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/recall-bot-join-early-minutes-env-var-name.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_JOIN_EARLY_MINUTES_ENV_VAR_NAME =
+  'RECALL_BOT_JOIN_EARLY_MINUTES';

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/recall-bot-noone-joined-timeout-seconds-env-var-name.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS_ENV_VAR_NAME =
+  'RECALL_BOT_NOONE_JOINED_TIMEOUT_SECONDS';

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/recall-bot-waiting-room-timeout-seconds-env-var-name.ts

@@ -0,0 +1,2 @@
+export const RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS_ENV_VAR_NAME =
+  'RECALL_BOT_WAITING_ROOM_TIMEOUT_SECONDS';

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/constants/stale-bot-state-cron-pattern.ts

@@ -1 +1 @@
-export const STALE_BOT_STATE_CRON_PATTERN = '*/15 * * * *';
+export const STALE_BOT_STATE_CRON_PATTERN = '*/5 * * * *';

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/domain/compute-call-recording-charge.util.ts

@@ -1,9 +1,9 @@
 import { isUndefined } from '@sniptt/guards';
 
 import { CALL_RECORDING_MICRO_CREDITS_PER_HOUR } from 'src/logic-functions/constants/call-recording-micro-credits-per-hour';
+import { MILLISECONDS_PER_MINUTE } from 'src/logic-functions/constants/milliseconds-per-minute';
 
 const MILLISECONDS_PER_HOUR = 3_600_000;
-const MILLISECONDS_PER_MINUTE = 60_000;
 
 export type CallRecordingCharge = {
   creditsUsedMicro: number;

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/domain/compute-recall-bot-join-at.util.ts

@@ -0,0 +1,34 @@
+import { DEFAULT_RECALL_BOT_JOIN_EARLY_MINUTES } from 'src/logic-functions/constants/default-recall-bot-join-early-minutes';
+import { MILLISECONDS_PER_MINUTE } from 'src/logic-functions/constants/milliseconds-per-minute';
+import { RECALL_BOT_JOIN_EARLY_MINUTES_ENV_VAR_NAME } from 'src/logic-functions/constants/recall-bot-join-early-minutes-env-var-name';
+import { getApplicationVariableValue } from 'src/logic-functions/utils/get-application-variable-value.util';
+import { isNonEmptyString } from 'src/logic-functions/utils/is-non-empty-string.util';
+
+export const computeRecallBotJoinAt = (meetingStartsAt: string): string => {
+  const meetingStartTimeInMilliseconds = new Date(meetingStartsAt).getTime();
+
+  if (Number.isNaN(meetingStartTimeInMilliseconds)) {
+    return meetingStartsAt;
+  }
+
+  return new Date(
+    meetingStartTimeInMilliseconds -
+      getRecallBotJoinEarlyMinutes() * MILLISECONDS_PER_MINUTE,
+  ).toISOString();
+};
+
+const getRecallBotJoinEarlyMinutes = (): number => {
+  const rawValue = getApplicationVariableValue(
+    RECALL_BOT_JOIN_EARLY_MINUTES_ENV_VAR_NAME,
+  );
+
+  if (!isNonEmptyString(rawValue)) {
+    return DEFAULT_RECALL_BOT_JOIN_EARLY_MINUTES;
+  }
+
+  const joinEarlyMinutes = Number(rawValue.trim());
+
+  return Number.isInteger(joinEarlyMinutes) && joinEarlyMinutes >= 0
+    ? joinEarlyMinutes
+    : DEFAULT_RECALL_BOT_JOIN_EARLY_MINUTES;
+};

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/flows/__tests__/reconcile-meeting-bot.test.ts

@@ -22,6 +22,7 @@ vi.mock('src/logic-functions/recall-api/cancel-recall-bot.util', () => ({
 
 const NOW = new Date('2026-01-01T12:00:00.000Z');
 const FUTURE_STARTS_AT = '2026-01-01T13:00:00.000Z';
+const FUTURE_RECALL_BOT_JOIN_AT = '2026-01-01T12:59:00.000Z';
 const FUTURE_ENDS_AT = '2026-01-01T14:00:00.000Z';
 
 const buildCustomerSyncCallRecordingId = (
@@ -252,7 +253,7 @@ describe('reconcileMeetingBotForCalendarEventIds', () => {
     ]);
     expect(scheduleRecallBotMock).toHaveBeenCalledWith({
       meetingUrl: 'https://meet.example.com/customer-sync',
-      joinAt: FUTURE_STARTS_AT,
+      joinAt: FUTURE_RECALL_BOT_JOIN_AT,
       metadata: {
         twentyCallRecordingId: buildCustomerSyncCallRecordingId(),
         twentyCalendarEventId: 'calendar-event-1',
@@ -402,7 +403,7 @@ describe('reconcileMeetingBotForCalendarEventIds', () => {
     expect(rescheduleRecallBotMock).toHaveBeenCalledWith({
       externalBotId: 'recall-bot-1',
       meetingUrl: 'https://meet.example.com/customer-sync',
-      joinAt: FUTURE_STARTS_AT,
+      joinAt: FUTURE_RECALL_BOT_JOIN_AT,
       metadata: {
         twentyCallRecordingId: buildCustomerSyncCallRecordingId(),
         twentyCalendarEventId: 'calendar-event-1',
@@ -657,6 +658,7 @@ describe('reconcileMeetingBotForCalendarEventIds', () => {
 
   it('cancels the old occurrence and creates a fresh recording when the meeting moves to a new time', async () => {
     const NEW_STARTS_AT = '2026-01-02T13:00:00.000Z';
+    const NEW_RECALL_BOT_JOIN_AT = '2026-01-02T12:59:00.000Z';
     const NEW_ENDS_AT = '2026-01-02T14:00:00.000Z';
     const client = buildFakeCoreApiClient({
       calendarEvents: [
@@ -706,7 +708,7 @@ describe('reconcileMeetingBotForCalendarEventIds', () => {
       externalBotId: 'recall-bot-old',
     });
     expect(scheduleRecallBotMock).toHaveBeenCalledExactlyOnceWith(
-      expect.objectContaining({ joinAt: NEW_STARTS_AT }),
+      expect.objectContaining({ joinAt: NEW_RECALL_BOT_JOIN_AT }),
     );
     expect(client.callRecordings).toEqual([
       expect.objectContaining({

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/flows/ensure-meeting-bot.util.ts

@@ -4,6 +4,7 @@ import { CoreApiClient } from 'twenty-client-sdk/core';
 import { CallRecordingRequestStatus } from 'src/logic-functions/constants/call-recording-request-status';
 import { type MeetingRecording } from 'src/logic-functions/types/meeting-recording.type';
 import { buildRecallBotMetadata } from 'src/logic-functions/domain/build-recall-bot-metadata.util';
+import { computeRecallBotJoinAt } from 'src/logic-functions/domain/compute-recall-bot-join-at.util';
 import { findCallRecordingsByIds } from 'src/logic-functions/data/find-call-recordings-by-ids.util';
 import { scheduleRecallBot } from 'src/logic-functions/recall-api/schedule-recall-bot.util';
 import { updateCallRecording } from 'src/logic-functions/data/update-call-recording.util';
@@ -14,12 +15,14 @@ export const ensureMeetingBot = async (
   { callRecording, calendarEvent }: MeetingRecording,
 ): Promise<boolean> => {
   const meetingUrl = calendarEvent.conferenceLinkUrl;
-  const joinAt = calendarEvent.startsAt;
+  const meetingStartsAt = calendarEvent.startsAt;
 
-  if (isUndefined(meetingUrl) || isUndefined(joinAt)) {
+  if (isUndefined(meetingUrl) || isUndefined(meetingStartsAt)) {
     return false;
   }
 
+  const joinAt = computeRecallBotJoinAt(meetingStartsAt);
+
   const freshCallRecording = (
     await findCallRecordingsByIds(client, [callRecording.id])
   )[0];

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/flows/reschedule-call-recording-bot.util.ts

@@ -3,6 +3,7 @@ import { CoreApiClient } from 'twenty-client-sdk/core';
 
 import { type MeetingRecording } from 'src/logic-functions/types/meeting-recording.type';
 import { buildRecallBotMetadata } from 'src/logic-functions/domain/build-recall-bot-metadata.util';
+import { computeRecallBotJoinAt } from 'src/logic-functions/domain/compute-recall-bot-join-at.util';
 import { rescheduleRecallBot } from 'src/logic-functions/recall-api/reschedule-recall-bot.util';
 import { updateCallRecording } from 'src/logic-functions/data/update-call-recording.util';
 
@@ -19,12 +20,14 @@ export const rescheduleCallRecordingBot = async (
   }
 
   const meetingUrl = calendarEvent.conferenceLinkUrl;
-  const joinAt = calendarEvent.startsAt;
+  const meetingStartsAt = calendarEvent.startsAt;
 
-  if (isUndefined(meetingUrl) || isUndefined(joinAt)) {
+  if (isUndefined(meetingUrl) || isUndefined(meetingStartsAt)) {
     return;
   }
 
+  const joinAt = computeRecallBotJoinAt(meetingStartsAt);
+
   const rescheduleResult = await rescheduleRecallBot({
     externalBotId,
     meetingUrl,

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/recall-api/__tests__/recall-bot-api.test.ts

@@ -63,10 +63,6 @@ describe('recall bot api', () => {
       meeting_url: 'https://meet.google.com/abc-defg-hij',
       join_at: '2026-01-01T13:00:00.000Z',
       bot_name: 'Twenty Meeting Bot',
-      automatic_leave: {
-        waiting_room_timeout: 1200,
-        noone_joined_timeout: 1200,
-      },
       recording_config: {
         video_mixed_mp4: {},
         audio_mixed_mp3: {},
@@ -79,33 +75,6 @@ describe('recall bot api', () => {
     });
   });
 
-  it('carries the automatic leave config when rescheduling a bot', async () => {
-    const result = await rescheduleRecallBot({
-      externalBotId: 'recall-bot-id',
-      meetingUrl: 'https://meet.google.com/abc-defg-hij',
-      joinAt: '2026-01-02T13:00:00.000Z',
-      metadata: {
-        twentyCallRecordingId: 'call-recording-id',
-        twentyCalendarEventId: 'calendar-event-id',
-        twentyRealMeetingKey: 'meeting-key',
-      },
-    });
-
-    expect(result).toEqual({ ok: true, externalBotId: 'recall-bot-id' });
-    expect(fetchMock).toHaveBeenCalledWith(
-      'https://ap-northeast-1.recall.ai/api/v1/bot/recall-bot-id/',
-      expect.objectContaining({ method: 'PATCH' }),
-    );
-    expect(JSON.parse(fetchMock.mock.calls[0][1].body)).toEqual(
-      expect.objectContaining({
-        automatic_leave: {
-          waiting_room_timeout: 1200,
-          noone_joined_timeout: 1200,
-        },
-      }),
-    );
-  });
-
   it('fails when the create response does not include a bot id', async () => {
     fetchMock.mockResolvedValue({
       ok: true,

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/recall-api/reschedule-recall-bot.util.ts

@@ -1,4 +1,6 @@
-import { RECALL_BOT_AUTOMATIC_LEAVE } from 'src/logic-functions/constants/recall-bot-automatic-leave';
+import { isUndefined } from '@sniptt/guards';
+
+import { getRecallBotAutomaticLeave } from 'src/logic-functions/constants/recall-bot-automatic-leave';
 import { RECALL_BOT_RECORDING_CONFIG } from 'src/logic-functions/constants/recall-bot-recording-config';
 import { type RecallBotScheduleResult } from 'src/logic-functions/types/recall-bot-operation-result.type';
 import {
@@ -25,6 +27,8 @@ export const rescheduleRecallBot = async ({
     return { ok: false, status: null, errorMessage: configResult.error };
   }
 
+  const automaticLeave = getRecallBotAutomaticLeave();
+
   const result = await recallBotApiRequest<RecallBotResponse>({
     config: configResult.config,
     path: `/bot/${externalBotId}/`,
@@ -33,7 +37,7 @@ export const rescheduleRecallBot = async ({
       meeting_url: meetingUrl,
       join_at: joinAt,
       bot_name: configResult.config.botName,
-      automatic_leave: RECALL_BOT_AUTOMATIC_LEAVE,
+      ...(isUndefined(automaticLeave) ? {} : { automatic_leave: automaticLeave }),
       recording_config: RECALL_BOT_RECORDING_CONFIG,
       metadata,
     },

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/recall-api/schedule-recall-bot.util.ts

@@ -1,6 +1,6 @@
 import { isUndefined } from '@sniptt/guards';
 
-import { RECALL_BOT_AUTOMATIC_LEAVE } from 'src/logic-functions/constants/recall-bot-automatic-leave';
+import { getRecallBotAutomaticLeave } from 'src/logic-functions/constants/recall-bot-automatic-leave';
 import { RECALL_BOT_RECORDING_CONFIG } from 'src/logic-functions/constants/recall-bot-recording-config';
 import { type RecallBotMetadata } from 'src/logic-functions/types/recall-bot-metadata.type';
 import { type RecallBotScheduleResult } from 'src/logic-functions/types/recall-bot-operation-result.type';
@@ -28,6 +28,8 @@ export const scheduleRecallBot = async ({
     return { ok: false, status: null, errorMessage: configResult.error };
   }
 
+  const automaticLeave = getRecallBotAutomaticLeave();
+
   const result = await recallBotApiRequest<RecallBotResponse>({
     config: configResult.config,
     path: '/bot/',
@@ -36,7 +38,7 @@ export const scheduleRecallBot = async ({
       meeting_url: meetingUrl,
       join_at: joinAt,
       bot_name: configResult.config.botName,
-      automatic_leave: RECALL_BOT_AUTOMATIC_LEAVE,
+      ...(isUndefined(automaticLeave) ? {} : { automatic_leave: automaticLeave }),
       recording_config: RECALL_BOT_RECORDING_CONFIG,
       metadata,
     },

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/reconcile-stale-bot-state.ts

@@ -122,7 +122,7 @@ export default defineLogicFunction({
   name: 'reconcile-stale-bot-state',
   description:
     'Converges call recordings with Recall on a schedule: pulls stale bot statuses and overdue transcripts, finishes failed cancellations, schedules bots for recordings still missing one, and reaps unclaimed bots. Reads calendar events only to heal already-decided recordings, never to discover meetings.',
-  timeoutSeconds: 300,
+  timeoutSeconds: 250,
   handler: reconcileStaleBotStateHandler,
   cronTriggerSettings: {
     pattern: STALE_BOT_STATE_CRON_PATTERN,

packages/twenty-apps/internal/twenty-meeting-bot/src/logic-functions/utils/get-application-variable-value.util.ts

@@ -1,3 +1,3 @@
-// Application variables are injected into process.env on every execution.
+// Application and server variables are injected into process.env on every execution.
 export const getApplicationVariableValue = (key: string): string | undefined =>
   process.env[key];