Setting-up OptiAgent Seetings

Welcome to Optiverse! We know your first meeting is just around the corner, so we wanted to give you a quick heads-up about the agent joining you to record and process the meeting: the OptiAgent.

Adjusting the OptiAgent Settings

First thing’s first: you’ll want to tweak your OptiAgent settings. This will help you fine-tune its behavior and make it work even better with your workflow.

General Join Preference

The General Join Preference lets you choose in which scenario you want your OptiAgent to join your meetings. Remember, Optiverse syncs with your calendars (Google and Outlook are both supported):

• All my meetings: OptiAgent will join every meeting on your calendar.
• Meetings where the organizer is from my team: The OptiAgent will join any meeting on your team’s calendar—even if you’re not the organizer!
• Meetings I own: This one’s pretty straightforward—OptiAgent will join only meetings that you’re the organizer of.
• Meetings where the agent has been invited: OptiAgent will join only meetings where it’s been specifically invited, in case you need a bit more privacy.

You might be wondering, “When will the OptiAgent join my meeting?” Well, the agent will automatically join every meeting it’s been instructed to, 3 minutes before the scheduled start time. So, make sure not to start too early, or your Optiverse notetaker might miss out on some key details!

And When Will the OptiAgent Leave?

The OptiAgent will stick around until it's time to head out. By default, it will leave any meeting after 10 minutes of silence or if all participants have left.

Unless, of course, the Optiverse notetaker gets kicked out.

Email Recap Preference

The Email Recap Preference lets you decide who gets the meeting summary after the event is over. This ensures that everyone involved stays in the loop, or only the relevant people receive a follow-up. Here’s what you can choose:

• Everyone on the invite: The recap will be sent to everyone who was invited to the meeting. No one misses out on the highlights, even if they were only there in spirit!
• Only me and participants from my team: This sends the recap just to you and your team members.
• Only me: You’ll get the recap all to yourself.

Now, no one will be left wondering what went down in that chaotic brainstorming session!

Default Protocol

The Default Protocol setting lets you choose which analysis framework OptiAgent should use when reviewing your meetings. Select the one that fits the type of meeting you’re having, and OptiAgent will tailor its approach accordingly. Among the protocols you will be able to choose from, there is “Hob Interview” and “Intro Call”.

If you’re looking for something more custom, you can also define your own protocol. For more details on which protocol are available and how to set up your own, check out our full guide on protocols here (6 min. read).

Send your OptiAgent off to work!

We will now show you how you can get your OptiAgent going.

Join Live Meeting

The first button will start the process to send an OptiAgent to an already active meeting. In case you forgot to invite him!

Clicking on the button, before the OptiAgent can join the meeting you will be prompted to:

• Enter the meeting link (as provided by your meeting applications, among the ones we support: Zoom, Microsoft Teams or Google Meets
• Optionally, give this meeting a title (that will be used when the analyzed meeting will be saved to your recordings)
• Select the protocol

Note that this will share the summary only with the user that invited the agent.

Schedule

Clicking this button, you will be redirected to your favorite calendar application, where you’ll be able to schedule a meeting: the OptiAgent will then directly scan your calendar waiting for a meeting to happen.

Upload a Meeting

Alternatively, if you forgot to have the OptiAgent to the meeting, or have an older meeting you’d like the agent to analyze, you can upload the recording of a meeting here: this works for both audio and video recordings.

Unfortunately, if a recording lasts less than 3 minutes or has inconsistent audio quality its analysis might fail and the meeting not be processed.

Summary:

In conclusion, the OptiAgent is a powerful tool designed to seamlessly integrate with your meetings and provide valuable assistance. By adjusting your settings to suit your needs, you can customize the agent’s participation, from which meetings it joins to when it leaves. With email recap preferences and protocols tailored for different meeting types, you can ensure that you get the most relevant summaries delivered to the right people. Whether you’re scheduling, joining live, or uploading past meetings, OptiAgent offers flexibility and efficiency to enhance your workflow and ensure nothing gets missed.