Virtual Assistants are one of the ways Brief AI employs to capture the content of meetings. Virtual Assistants attend meetings just like a human participant would, and listen in silently.
Joining a Meeting
Join Automatically with Calendar Integration
Refer to Calendar Integration for more details on calendar integration
The first time a user signs into Brief AI using SSO, Brief AI will ask for access to the cloud calendar. This is to allow Brief AI to know when to have the virtual assistant attend meetings.
Default Attendance Rules
By default, the virtual assistant will automatically join all virtual meetings:
For which there is an event in the user calendar with a valid meeting URL, and
That the user has already accepted to join.
However, there are a number of ways users can configure the joining rules.
Custom Attendance Rules
Brief AI allows users to enable automated attendance for meetings that they are not sure they will be able to attend or that they have not made their mind on.
Brief AI automatically estimates and distinguishes between internal and external meetings. Users can therefore elect to enable or disable the virtual assistant to join internal or external meetings.
Go to Settings → Calendar → Toggle ON or OFF the following options as desired
Removing Virtual Assistant from Ongoing Meetings
Users or their counterparties may decide that the virtual assistant should not be in attendance in certain meetings. Users can follow the aforementioned steps to prevent the virtual bot from attending ahead of the meeting.
If the meeting has already started, there are a number of ways users or their counterparties can remove the assistant from an ongoing meeting.
Via Side Bar
Users can locate the ongoing meeting on their side bar and click the hang up button.
Open Side Bar → Click on hang up button
Via URL on the Video Conferencing Platform
If enabled under Settings → Assistant, the virtual assistant will share a URL into the chat of the video conferencing platform at meeting start, which users AND their counterparties can use to instruct the virtual assistant to leave the meeting.
Go to the chat section of the video conferencing platform → Locate a message similar to the following
Once prompted the following message, click Yes to have the virtual assistant leave the meeting
Via Video Conferencing Platform (requires user to be the meeting host)
If they are the meeting host, users can also use the native capabilities of video conferencing platforms to remove the virtual assistant from an ongoing meeting.
To do that, users should follow the same steps that they would to remove any other participant from a meeting.
Virtual Assistant Settings
By default, the Virtual Assistant will not share URL to opt-out texts in the meeting chat. This can be enabled by user:
Go to “Settings” → Select “Assistant” tab → Toggle the buttons to customise
