The meeting assistant joins your online meetings to record, transcribe and summarize them. You choose when it joins your own meetings, and which accounts and people uman ignores. Sales admins set it up for the whole workspace: its name and picture, what it says in the meeting, and the defaults for everyone.
đĄ Your words may differ. uman uses the words of your CRM. With HubSpot you'll see Companies and people to ignore and Companies, everywhere else Accounts and people to ignore and Accounts.
đ¤ Your own settings
Go to Settings > Personal > Meeting assistant. Everyone with a Sales license has this page. From a meeting, you can also hover the info icon next to the assistant switch and click Assistant settings.
Auto-join meetings
On: the assistant joins every meeting from your calendar invites that has an online link. This is the default, unless your sales admin changed it for the workspace.
Off: the assistant only joins a meeting when you ask for it.
The assistant joins a meeting as soon as one colleague in it has auto-join on. So with yours off, it still joins the meetings where a colleague has it on.
Turning it off also takes the assistant off your upcoming meetings, unless a colleague in the meeting still has auto-join on. Turning it back on adds the assistant to your upcoming meetings again, also where someone had switched it off for that meeting.
This is only your default. To leave the assistant out of one meeting, use the switch on that meeting: see The meeting assistant for online meetings.
Email notice before the meeting
Turn this on to send the participants from outside your company a short email before the meeting starts, letting them know uman will join and take notes. Useful where you need their consent. It's off by default.
The email uses your workspace's message, shown under Notice message. Only a sales admin can change it.
A participant who is added to the meeting later gets their own email.
If your workspace hasn't turned on the pre-meeting email, you see a warning when you turn yours on. Check with your admin that the email fits your company's policies.
Accounts and people to ignore
When uman imports your calendar meetings, it ignores these accounts and people, and skips a meeting when nobody else from outside your company attends. This doesn't apply when a colleague's calendar also imports the meeting.
Accounts: type a company's website, for example partner.com, and click Add. Handy for partners and suppliers. Your own company's domains are ignored automatically.
Participants: type the email address of someone from outside your company, for example a coach or a partner who sits in on calls, and click Add.
Set by your workspace: entries with a lock apply to everyone, and you can't remove them. A sales admin manages them on the workspace page below.
Added by you: your own entries. They apply to your calendar only. Click the cross on an entry to remove it.
If your workspace doesn't use the meeting assistant, this page only shows the accounts and people to ignore.
đ˘ Settings for the whole workspace
Sales admins find these under Settings > Sales meetings > Meeting assistant. They apply to everyone in the workspace.
âšď¸ Good to know. Changing Auto-join meetings or Pre-meeting notice email here applies it to every member straight away, and overwrites the choice each member made in their own settings. There's no confirmation step. Members can change it again afterwards for their own meetings.
Identity
The Name and Image participants see when the assistant joins a meeting.
In-meeting notice message
Posted in the meeting chat when the assistant joins, so participants know what is happening. Click Default Message to go back to uman's default text: "This meeting is transcribed by a notetaker to capture notes and action points for follow-up. The notes are handled confidentially. If you'd prefer it switched off, just let us know." The default is in English. A workspace that already had its own message keeps it until you click Default Message.
Consent before recording
When this is on, the assistant doesn't record as soon as it joins: all participants must agree in the meeting chat first. It's view only, because only uman can change it for your workspace: contact support. With consent required, the assistant can only join Microsoft Teams meetings.
Joining meetings
Auto-join meetings: when it's on, the assistant joins every meeting on the calendar that has an online link. When it's off, the assistant only joins when a member asks. Turning it off takes the assistant off every planned meeting in the workspace; turning it back on adds it again.
Pre-meeting notice email: sent to participants before the meeting starts, so nobody is surprised that the assistant joins. Write the email under Notice message; members see this message in their own settings but can't change it. Default Message puts back uman's default text, which names your workspace.
Accounts and people to ignore
uman ignores these accounts and people when it imports everyone's calendar meetings, and skips a meeting when nobody else from outside your company attends. Members see your entries with a lock in their own settings and can't remove them, but they can add their own on top. The counts next to Accounts and Participants show how many are on the list.
đ Related
The meeting assistant for online meetings: choose whether the assistant joins one meeting.
Remove the meeting assistant from a call: when it is already in the call.