Alex Lashkov
Merged in a post:
AI Notetaker should be able to join ad-hoc meetings created from Tasks
Andrew Levine
We can create Zoom meetings from Tasks directly. Currently, if we want Notetaker to join, we need to create the meeting, copy the link, go to calendar, create a calendar event and join from there. We should be able to toggle to have Notetaker join meetings created from Tasks, or a workspace-wide "Join ALL meetings" setting, not limited to Calendar.
Alex Lashkov
marked this post as
completed
Live in prod now! Let us know what you guys think!
Merald Ayson
Alex Lashkov Yay, thank you. It works!
Guy Mannerings
Alex Lashkov Can you only do it once a meeting is already live, or can you send the link to ClickUp Notetaker in advance and it will join once the meeting goes live?
Also, I would love a way to access Notetaker NOT via Planner. It seems like it should be accessible elsewhere.
Alex Lashkov
Merald Ayson great to hear!
Alex Lashkov
Guy Mannerings can you elaborate on the use case? You know the meeting link but the meeting has not yet started and not in a calendar?
I guess you can send the bot but for Meet it will need someone to let it in, etc.
About accessing Notetaker not via planner - like where else? We are working on Meetings Hub where all your meetings-related items will live.
Guy Mannerings
Alex Lashkov Use case: You are correct. You have the link, but it's not started yet and it's not in your calendar.
This happens quite a lot. E.g., a meeting starting in a few minutes. You have the link and want to give it to Notetaker to join, but creating a Task, making sure it's syncing to your calendar, making sure the Zoom integration works, etc, takes too long when you only have a few minutes and have other things to do before the meeting starts.
Or you just don't have it as an event in your calendar for whatever reason. E.g., you don't want Notetaker joining ALL your Zoom calls that are on your calendar. There is currently no way to do that. Right now, it joins all calls or no calls. Inviting the Notetaker via a link gets around this. But you need to be able to do it in advance and not just after it has started.
Yes, probably a Meetings Hub would work!
Alex Lashkov
Guy Mannerings: but why in this case the meeting won't be on your calendar? It really seems like a very rare case, no?
I need to double-check whether sending a bot via ad-hoc feature will work before the meeting starts, but actually the whole process looks the same as you would send it once it has started, right?
Guy Mannerings
Alex Lashkov Because meetings sometimes happen last minute without warning.
It's actually not rare at all, no. It happens to me a lot in my industry.
Sometimes I have meetings booked in advance which will be on my calendar, but sometimes I get a message from someone external saying "shall we jump on a quick call?" and we are on in anywhere between 15 seconds and 2 minutes.
There is no time to then add that to my calendar, create a task, or let it sync. But I can give the link to AI Notetaker to join. But I want to be able to do that before the meeting starts so that, 1. None of the meeting is missed, 2. I don't have to remember to do it after it starts, 3. Because it is all rushed at the last minute so I just want to get it done.
I wouldn't send the bot once it starts - I would send it before it starts.
HappyScribe does this, so it must be possible. - It will only join once the meeting starts, but you can send the link far in advance.
Also, as above in a separate use-case, I don't want AI Notetaker to join ALL calls in my calendar, which it currently does. The only way around this is to not add Zoom links to your calendar and add them manually, which is easier to do in advance.
Alex Lashkov
Guy Mannerings I am just trying to understand why just regular sending a bot to an ad-hoc meeting feature won't work for this use-case? Like, the effort is the same if you do it right before or right after, no?
Guy Mannerings
Alex Lashkov
Add bot after meeting has started
Imagine you have a quick meeting with no time for pre-ambles and "hi, how are you?"s.
You add a notetaker bot after it has started.
- It's disruptive to host, who now has to deal with that after the meeting has already started. Seems less professional, too.
- They may also miss the request and the bot sits there waiting (this happened to me yesterday). Then you have the awkward, "hey, can you approve my bot notetaker?" moments while it also does not take notes.
- Disrupts meeting as we all try and get bots joining after it's already started.
- Transcription content missed as bots join after the meeting has started.
- You are also not focused on the meeting and, instead, are focused on getting the bot to join. So the first however many minutes of the meeting are you not being focused on the meeting.
Compare:
Add bot before the meeting starts.
- No content missed.
- Not disruptive to host, as they can approve the bot at the start.
- You are focused on the meeting instead of getting the bot to join and wondering if it's working.
Other programs allow you to send the link before it's started, and they manage to join once the meeting starts. It's a lot less disruptive, way more mentally easier, and a lot smoother.
Hope that makes sense.
Alex Lashkov
Guy Mannerings: yeah that makes sense, I will check what we can do about it. Thanks!
Guy Mannerings
Alex Lashkov Thanks! That would be great!
Alex Lashkov
Guy Mannerings sure thing! Thanks for the hint, as usual!
Guy Mannerings
Alex Lashkov No problem!
Couple related things I noticed today that didn't work as I might expect:
NOTETAKER JOIN FROM TASK VIEW
I had a Zoom link inside a Task. This was successfully inside the Task's right-hand sidebar under Zoom links.
I had to add the Notetaker to the call manually, but it would be great if, when you hit "start meeting", it asked if you want the Notetaker to join.
(It should not do it automatically, in case you don't want it to join).
ATTACH MEETING NOTES TO TASK IF LAUNCHED FROM TASK
If a meeting is launched from a Task's Zoom link, it should attach the meeting notes as a Doc (preferably) or (not as useful) link to the Doc.
Alex Lashkov
Guy Mannerings will look at those cases too, thanks
Guy Mannerings
Alex Lashkov That would be great, thanks!
Reece Atkinson
Merged in a post:
Invite Notetaker to meetings not connected to your calendar / Zoom account on an ad-hoc basis... and to any call on any platform
Guy Mannerings
Right now, there is no way to invite Notetaker to a meeting that is not on your calendar or connected to your Zoom account.
This severely limits the usefulness of Notetaker, as you often get an ad-hoc meeting link right at the last minute ("Let's jump on a video call!") and have no time to add it to your calendar, or it's impractical to add it to your calendar.
Likewise, if the call does not take place on Zoom, you cannot record.
Further, if you don't want Notetaker to be in EVERY call, there is no way to achieve this. It is all or nothing.
We should be able to just invite Notetaker to any call on an ad-hoc basis, in the same way other users or notetaking programs can be.
And it should work with any call platform.
Guy Mannerings
There is also a question of why it needs to be connected to a calendar at all.
There should just be a setting for "automatically join Zoom meetings", without a calendar needing to be selected. So it would join any inside a Task. (Perhaps limited to ones where I am an assignee? Or maybe that should be a setting, too.)
This should be a separate setting to joining ad-hoc, or joining only ones on certain calendars.
I.e., it should probably have a hierarchy of: 1. Join all Zoom meetings. 2. Join only Zoom meetings under the following calendars. 3. Don't join any automatically (in which case you would use the ad-hoc link).
Then the added option on top of joining ad-hoc by providing a link.
Alex Lashkov
Alex Lashkov
Guy Mannerings that looks a bit overcomplicated to me, if I am honest. We would love the Notetaker to be flexible and give an option to set things flexibly on a meeting level and do not overinflate the global settings - that will complicate things for most of the users. So, we at first will do an ad-hoc meetings option, then we work on deduplication and more flexible notes sharing, also there is a plan to offer an option to choose the type of notes output (doc vs task). Then we can iterate based on that!
Guy Mannerings
Alex Lashkov I think if you have the ad-hoc option, that will obviously cover all bases, as it could join any call. Right now, I can't use Notetaker at all because it's linked only to a calendar, where my Zoom account is not. So ad-hoc joining will solve a lot, even if it's manual.
But I don't think my suggestion is complicated. I probably just wrote it badly.
You would essentially have the following options:-
- Join all Zoom meetings I am assigned to.
- Join only Zoom meetings under XYZ calendar(s).
- Join ad-hoc meetings (only or in tandem with the above).
I think if users can't understand those simple options then, frankly, they shouldn't be using ClickUp at all, as there are far more complex things in it!
Alex Lashkov
Guy Mannerings haha, also true. Yeah those bullets make sense, we will discuss with the team and see what we can do and when! Thanks for the insights!
Guy Mannerings
Alex Lashkov Thanks, Alex!
S
Shreyansh Jain
Yes so I can send the notetaker to any event that is not a native meeting event on my calendar
Alex Lashkov
Shreyansh Jain yes, exactly, with the link. Working on that already!
Misael Rodriguez
Alex Lashkov ideally you wouldn't even need a link. Fathom currently identifies that a meeting was started and automatically joins any call.
Alex Lashkov
Misael Rodriguez we will move iteratively here. For the v0 there will be an option to send notetaker using the link. Also, you might not want it to automatically jump to any ad-hoc meeting, we need to be careful here
R
Ruud
Alex Lashkov seems ideal to integrate with (new) chrome extension.
Alex Lashkov
Ruud at some point for sure! Just not in the v0 - do not want to expand the scope too much too early. But yeah, and clips potentially too
Alex Lashkov
marked this post as
building now
Alex Lashkov
Guy Mannerings yes, ability to join an ad-hoc meeting is smth for us to crack after notetaker deduplication (which is now in progress).
For this "if you don't want Notetaker to be in EVERY call, there is no way to achieve this. It is all or nothing" part, how would you see it solved to fit your workflow?
Guy Mannerings
Alex Lashkov Simply by giving the Notetaker a link to join.
So you send Notetaker a link/add a link to Notetaker, and it joins when the meeting starts, or when you send it (whichever is appropriate).
It would be great if:-
- We could forward a link to it via e-mail (say, if we are not at our computers but still want Notetaker to join a call).
- It can tell if the meeting has already started or when it will be starting, so it knows whether to join now or later.
I have the following in HappyScribe - a simple meeting link box (see image).
Also it has the following useful settings (see images).
Alex Lashkov
Guy Mannerings thanks for the explanation!
Guy Mannerings
Another use-case: When someone just sends you a link to a call in an e-mail.
This won't be in your calendar, won't be in your Zoom account, and won't be in a ClickUp Task. So Notetaker cannot join it.
I just want to be able to join the call and invite Notetaker.
Alex Lashkov
Guy Mannerings yeah that makes total sense. We are exploring what we can do for that!
Guy Mannerings
Alex Lashkov Dropped you a reply above with an example from another product.
Guy Mannerings
Also needs to be able to join any ad-hoc meeting not even related to Tasks. Like when someone just sends you a link to your e-mail.
Alex Lashkov
Guy Mannerings implementing a way to allow bots joining ad-hoc meetings is in the works right now.
Guy Mannerings
Alex Lashkov Great! thanks!
J
Jon Baxter Fegel
Also, if this can be for in person meetings. I want to record the convo in a doc. Frequently meetings occur, unscheduled and need to be recorded. There isn't a quick in-person mechanism.
L
Luke Sykes
Jon Baxter Fegel Second this, capturing in persons pretty important for non remote teams
Alex Lashkov
Luke Sykes in-person means you meet and have your laptop with you? To clarify the use-case.
L
Luke Sykes
Alex Lashkov Yes, our example is in person team meetings in a board room with computer and big screen and variations of this with clients ect. Running through projects and schedules in Clickup
Alex Lashkov
Luke Sykes makes sense! We were just recently discussing how we can do a proof of concept release for this use case. Probably not in Q3, but I really want to work on this one!
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