Meeting Assistant: Complete Setup and Usage Guide
Supported platforms
The Meeting Assistant works with:
Zoom
Google Meet
Microsoft Teams
Webex
Setting up auto-join
Connect your calendar so the Meeting Assistant automatically joins your calls:
Go to Meeting Assistant
Connect your Google Calendar or Microsoft Outlook Calendar
Configure auto-join settings for each platform
Auto-join options (per platform)
All Calendar Events - Join every meeting with that platform's link
Host Only - Only join meetings you host
Invited Assistant - Only join when [email protected] is explicitly invited to the event
No Meetings - Don't auto-join for this platform
Filtering meetings
Create filters to skip certain meetings:
Filter by event title (contains or equals a keyword)
Filter by attendee email
For example, skip all events titled "Lunch" or "Personal".
Instant join (no calendar)
You can also have the assistant join any meeting on demand:
Click Join Meeting from the dashboard or Meeting Assistant page
Paste the meeting URL
The assistant joins within seconds
Customizing your assistant
Name: Change from "Speak Ai Assistant" to your preferred name
Image: Upload a custom avatar
Language: Set the transcription language
Folder: Choose where recordings are saved (with routing rules by event title)
Email summaries: Send to yourself, all attendees, or nobody
Media sharing: Control who can view recordings (all attendees, team only, or private)
During the meeting
The assistant joins and begins recording automatically
You can pause and resume recording at any time
Live transcription is available during the call
The assistant sends a chat message when joining
After the meeting
Once the meeting ends, the assistant automatically:
Uploads the recording to your specified folder
Transcribes the audio
Runs AI analysis (keywords, sentiment, speakers)
Sends email notifications based on your settings
When the assistant leaves
The assistant leaves automatically when:
All participants leave the meeting
It's stuck in the waiting room for more than 5 minutes
No participants join within 10 minutes
Silence is detected for more than 15 minutes
The recording reaches the maximum duration
Troubleshooting
Assistant didn't join: Make sure the meeting URL is in the calendar event's Location or Description field. Check your auto-join settings for that platform.
Stuck in waiting room: The host needs to admit the assistant. It will wait up to 5 minutes before leaving.
Recording permission denied: On Zoom, the host must grant recording permission. The assistant will leave after 30 seconds if denied.
Meeting requires registration: The assistant cannot join meetings that require pre-registration or sign-in.
Only bots detected: If only bots are in the meeting for 10+ minutes, the assistant will leave to save resources.
The Meeting Assistant is included free with all plans. Custom assistant name and image is available as a premium add-on.