Allow for only a single meeting bot to join a call
building now
Ken Claassen
If many people from the same ClickUp Workspace join a single call then a single Notetaker should join on the behalf of that team vs multiple notetakers for each individual.
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Alex Lashkov
Merged in a post:
Prioritise Specific Users AI Notetaker
Ciarán Gunne
We have had several scenarios where multiple people in our company have AI Notetaker turned on for every meeting. That means that 4 or more notetakers join the same meeting in multiple scenarios. I would like to ability to set a hierarchy for which AI Notetaker takes priority. For example, if my notetaker is on the call, others are automatically removed (or not added).
It causes confusion around who should share the notes, who is responsible for assigning actions etc and would be a very useful addition.
Alex Lashkov
Ciarán Gunne we are now building a feature to deduplicate bots, i.e. you will be able to choose to send only one bot per meeting that will share notes with invitees. Will that work?
Ciarán Gunne
Alex Lashkov thanks, that would be useful. Is there a way to determine the 'owner' of the generated notes (the owner would be responsible for creating and assigning follow up actions etc)?
Andrew
Alex Lashkov I would want to have the ability to control the notes, if we could see which notetakers are coming to the meeting before it starts we could remove the dupes. Also I may want to edit the notes before they are shared with invites, attendees, both, none, i.e. I may want specific notes to be shared with internal employees vs. external partners. Will it have that functionality?
Alex Lashkov
Andrew actually that sounds quite complex, I do not think that kind of controls are in scope.
what is in scope is a setting that will allow choose whether the note will be generated as a doc or as a task - and tasks are easier automated, or you can use agents to do actions with them, which can partially solve the use-case I believe
Andrew
Alex Lashkov understood, can you confirm: the notetaker will not be sent automatically to external company meeting attendees, only internal company attendees?
Alex Lashkov
Andrew: notetaker works based on a calendar invite, not who attend meeting. If you have external people on the invite, the notetaker will still join if you choose shared/workspace notetaker, but in v0 notes will be shared with internal users only.
Andrew
Alex Lashkov thank you, I'm sorry my response wasn't clear enough, I didn't mean to control when the notetaker would show up to the meeting, but rather who the notes themselves would automatically go to. Great to hear they'll only go to internal invitees, not external. Thanks.
Alex Lashkov
Andrew yeah, understood now! Thanks :)
Alex Lashkov
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building now
Alex Lashkov
on it now!
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Ruud
Alex Lashkov If you need a tester, let me know :)
The (only) benefit of the current setup are e.g. management meetings were some people just give a short update. Now everyone has their own notes.
In the new situation e.g. if 4 people ar in the MT meeting, and an additional one is invited, is that person still able to record the notes of their own part?
I'm in favor of bot deduplication, even if there is no solution for the above btw. But this is a scenario we also encounter.
Alex Lashkov
Ruud the plan is that we offer shared notetaker (notes will go to those on a calendar invite for a v0 imp) but in addition to that any attendee can still send their own bot ad-hoc. Let me know if that makes sense
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Ruud
Alex Lashkov thanks. I would consider sharing it with only the invited and actual participants initially. Sometimes we have more people on the attendance list, or optional people.
Alex Lashkov
Ruud it is harder to do backend wise - invitees level we can pull from the calendar. Also, folks can be invited but be a no-show but still need to have notes shared with them
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Ruud
I understand the trade offs. It is not a simple problem to solve in one go.
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Ruud
We just today had a meet and invited someone for just a part of the meet. Would be nice if we don't share info that shouldn't be shared.
Alex Lashkov
Ruud you then can disable the shared notetaker and invite personal notetakers, sounds good enough for the start?
Mike McCaman
Alex Lashkov Will this be everyone on an invite from that Workspace, or everyone, even if external to the Workspace (sent via email)?
Alex Lashkov
Mike McCaman: that is tbd, should probably be a setting to choose
Mike McCaman
Alex Lashkov a setting would be great on this one. Could have options for:
- Entire Workspace
- Meeting attendees within Workspace
- All meeting attendees
Alex Lashkov
Mike McCaman yeah that makes sense, we will see what we can do here
Alex Lashkov
Good news everyone, we've finalized the approach for bot deduplication v0 and will begin dev shortly. Will keep y'all posted on the progress here!
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Ruud
Alex Lashkov yes please! I'm now rejecting the majority of notetakers, not very joyful work 😅
Alex Lashkov
Ruud man, I can imagine! On it now
Alex Lashkov
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Zach Gilliam
Absolutely.
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Rachel Robinson
Agreed! I'll also add that it should then automatically share with everyone in the meeting and if it's a recurring meeting, the meeting notes should connect
Nick Jones
Agreed. I have everyone in our org setup with AI notetaker, and now in every zoom meeting there are for example 12 real people in the meeting and now 12 notetakers. Other systems I have used send a single AI agent and then distribute the notes to everyone.