Meeting assistant for online meetings
To help teams collaborate more efficiently and ensure nothing important gets lost during conversations, we use an AI-powered transcription tool in meetings with external participants. This tool assists us in capturing what was discussed so we can provide better follow-up, support and continuity across projects.
Why we use a meeting assistant
The meeting assistant helps us:
Document key discussion points more accurately
Reduce manual note-taking, allowing participants to stay focused
Share context with team members who couldn't attend
Provide better follow-up, action items and support after the meeting
In short, it helps us keep track of decisions, ideas and next steps so that nothing slips through the cracks.
What the meeting assistant records
The AI only captures:
The spoken conversation during the meeting
Names or contact details only if they are mentioned verbally during the discussion
How the data is used
The transcription is used solely for:
Internal documentation
Follow-up actions
Creating summaries or insights related to the meeting topic
We treat all transcribed content with the same confidentiality as any other internal meeting notes or documentation.
Opting out
Anyone can decline or ask questions at any time. We respect personal and organizational privacy preferences and adapt accordingly.
Choose whether the assistant joins a meeting
uman shows whether the meeting assistant will join each of your upcoming meetings, and why: on the meeting card in Sales meetings, and in a status block at the top of the meeting. By default, the assistant joins a meeting when at least one colleague in it has auto-join on. Each person sets this for themselves.
At the top of a meeting:
The status says Assistant joins, Assistant off or Assistant off - no link added, with the reason. For example, that nobody in the meeting has auto-join on, that a colleague turned the assistant off, or that it can't join meetings on this platform.
On a meeting you created in uman, click Add meeting link before the meeting starts, paste the link and click Save, so the assistant can join.
Turn it on or off with the switch on the meeting card or at the top of the meeting. It applies to the whole meeting, for everyone in it.
Hover the info icon next to the switch to see which colleagues in the meeting have Auto-join on and who turned the assistant off for this meeting. Click Assistant settings there to change when it joins your meetings.
No meeting link? The assistant can't join. Add the link as above, or record the meeting with the mobile app.
Meeting already started without the assistant? Click Ask assistant to join now.
Assistant was removed from the call means someone removed it from the meeting.
Good to know: once a meeting has started with the assistant in it, you can't turn it off from uman anymore. To stop it, remove it from the call.
Meeting assistant for live meetings
The meeting assistant is also available for live meetings via our mobile app. Read more in this article.
