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Truly User Guide 📚
Meeting Recorder
How to set up the AI Notetaker
How to set up the AI Notetaker

Set up and expectations of Truly's AI Notetaker feature. 📹

Erol Toker avatar
Written by Erol Toker
Updated over a week ago

To have this feature enabled for your account or organization, please reach out to your administrator.

For external meetings existing in Google Calendar that are hosted by Zoom, Truly offers automated meeting recordings. These meetings can capture both audio, video, and sync to Salesforce, giving users even more visibility into their conversations.

There are 3 types of Zoom meetings: Normal, Webinar, Breakout.

We currently only support Normal meetings.

Adding The Integration On The Zoom Marketplace

The following steps will need to be performed by a Zoom administrator in your organization:

  1. Navigate to the Zoom Apps Marketplace

  2. Search for the 'Truly' app

  3. On the app page, click to option to Install for Others

  4. On the next page, make sure you select the option to install it for All Users or Specific Users. We recommend all users because by default the AI notetaker will not be active (it needs to separately be activated inside Truly at the user or Team level). Note: if you select specific users, you will need to log into your Zoom account each time to add new users as you expand the use of our integration

NOTE: to see how to remove the app on the Zoom Marketplace, see the steps in the section below titled "Removing The Integration on the Zoom Apps Marketplace"

How to Add or Remove AI Notetaker from your account

Truly support can enable/disable AI Notetaker for specific accounts, teams or your entire organization.

  1. Contact support through In app chat or through support@truly.co

  2. Notify the support rep whether you are trying to enable or disable AI Notetaker

  3. List which specific accounts (Email addresses), Team (Role) or Organization you want enabled/disabled

  4. Support will verify when this is complete.

Integration settings

Once verified you have this available for your account, you'll want to make sure you have Salesforce sync setup within the desktop app:

  1. In the desktop app, click the Settings cog icon > Integrations

  2. Click ‘Connect’ within the Salesforce section

  3. Enter credentials to complete integration

  4. Within the desktop app, toggle ‘Automatically sync calls to Salesforce’ to On

And that's it!

Timezone settings

In order for Truly to log the correct meeting start time, your local timezone must be set in the Availability settings:

  1. In the desktop app, click the Settings cog icon > Availability

  2. Select your local timezone from the drop-down menu.

Expected behavior

  1. A meeting is scheduled with at least one external party and added to Google Calendar.

    1. Zoom meeting details may be added to the location, description, or conference fields of a calendar event.

  2. Our AI Notetaker service runs and picks up calendar events as long as they are added with at least 5 minutes of lead time before the meeting begins.

  3. Upon the meeting start time, a bot will join the scheduled meeting and start recording.

  4. Once the meeting has ended, there will be a recording link available in the synced Salesforce task. The meeting will sync to the Contact or the Account of the person attending the meeting.

    1. (If you're having difficulty finding the task, search Salesforce for 'web meeting'.)

    2. The meeting will be located in the activity feed of the associated Contact or Account.

    3. You can watch your meeting back by clicking the recording link in the task. This will bring you to a handy Rich Media Player, allowing you to skip to different parts of the meeting and listen 2X faster!

Please note

If you have to remove the meeting recorder bot from your Zoom meeting to cancel the recording attempt, please verify the 'Report to Zoom' checkbox is NOT selected before hitting Remove. Meeting recorder bots can only be removed by the Zoom meeting host at this time.

Remove The Integration On Zoom Apps Marketplace

To remove the integration on the Zoom Apps marketplace, follow these steps:

  1. Navigate to the Zoom Apps Marketplace

  2. Sign Into Your Account

  3. In the top right of the screen, you'll see a link called Manage (or click this)

  4. In the left Nav, select the option 'Added Apps'

  5. Find the Truly app in the list of apps and click the Remove button

  6. This will disconnect the integration at the Zoom level, and prevent our AI bot from joining meetings for authorized users.

If you have any questions or issues, please reach out to the Truly support team at support@truly.co or by clicking your initials in the upper right corner of the desktop app and we'll be happy to assist!

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