AI Members in Meetings

Invite an AI member to a Kamo Meets meeting and it joins, takes notes and a transcript, answers when it is spoken to, and sends a summary afterwards. The minutes are saved where everyone can find them.

Before you start

• The meeting must be a Kamo Meets meeting. AI members can't join meetings on other providers.
• You must be part of the meeting, as its organizer or an invitee.
• The AI member must be Working, have a phone line (it joins by dialling in), and the meeting must be within its working hours.

Invite an AI member

When you set up the meeting: add the AI member as an invitee, like anyone else. AI members join automatically when the meeting starts and take notes.

To a meeting that already exists:

1. Open the meeting's page: in the meeting dialog, click Meeting history, then click the meeting.
2. Under Participants, click Invite AI member.
3. Choose the AI member, and optionally say What should they help with?
4. Under When it joins, choose Join now or Join when the meeting starts.
5. Click Invite.

Its place in the Participants list shows how it is getting on: Joins at the start, Joining…, In the meeting, Left, Could not join (with the reason) or Removed. AI members carry an AI chip there.

In the meeting

When it joins, the AI member introduces itself, says it is an AI assistant from your organization, and says it will take notes and a transcript and send a summary afterwards. Then it listens.

• Ask it something by starting with its name, then your question. It answers out loud, from what it can see, including your knowledge base.
• Let it go by telling it so: "you can leave", "that's all" or "drop off". It says goodbye and leaves.
• Take it out at any time: click Remove from meeting beside it. It leaves now and does not rejoin unless invited again.

If the AI member is paused while it is in a meeting, it says it has to step out, and leaves.

Afterwards

When the meeting ends, the AI member writes it up:

• Transcript and summary on the meeting's page, under the Summary and Transcript tabs. The source says Taken by the AI member. You can Search the transcript, and download the captions (.vtt), the text (.txt) or the summary (.md).
• Minutes: a note called "Minutes — [meeting title] — [date]", with the Summary, Key points, Decisions, Action items (with owners and due dates where they were said) and Open questions. Open the minutes note on the meeting's page takes you there.
• Tasks for the action items in Checklists & Tasks, assigned and dated where the meeting said who and by when.
• The summary by email, from the AI member's own mailbox, to the people from your organization who took part (guests are not sent it). The meeting's page says when it was emailed, and the email links back to the meeting.

If it doesn't work

"AI members can join Kamo Meets meetings only." The meeting is on another provider.

"This AI member is paused or not ready." Resume it, or wait until it has finished being hired.

"This AI member is already on a call." It can be on a limited number of calls at once; its charter sets how many.

It shows Could not join. The reason is beside it: the meeting's start had passed before it could dial in, it was outside the AI member's working hours, or it has no phone line to dial in from.