Your First Meeting

Your First Meeting

This guide walks you through creating and running your first BuzzTrail meeting. You’ll learn both methods for starting meetings and what to expect during and after the call.

Two Ways to Start a Meeting

Option 1: Share Your Personal Link

The easiest way to get started is sharing your personal meeting link:

1. Open Configuration → Personal Link
2. Copy your unique URL (looks like platform.buzztrail.ai/meet/your-name)
3. Share this link with anyone who wants to meet with you
4. When they click the link, they’ll enter a pre-call setup and your AI avatar will join automatically

This is ideal for:

• Adding to your email signature
• Embedding on your website
• Sharing in outreach messages
• Calendar booking pages

Option 2: Connect Your Calendar or Note-Taker

For meetings you’ve already scheduled elsewhere, there’s no need to add anything by hand. Connect your calendar in Configuration → Integrations, and any meeting with a video call link is tracked automatically. Connecting a note-taker service brings in transcripts the same way. Once connected, scheduled meetings appear on your Conversations page and the AI joins at the scheduled time.

Choosing Your Meeting Mode

For meetings that arrive through your connected calendar, choose how BuzzTrail should participate:

AI Avatar Mode

Your AI avatar appears on video and conducts the conversation. Best for:

• Discovery calls
• Initial qualification meetings
• Demo requests
• After-hours coverage

Notetaker Mode

The AI joins invisibly to transcribe and analyze. Best for:

• Meetings you want to attend personally
• Recording important conversations
• Training data collection

What Happens During the Meeting

For Personal Link Meetings

1. Guest Arrives - They see your branded pre-call setup page
2. Device Check - Guest tests their camera and microphone
3. Intake Form - Guest fills out any required information fields
4. Meeting Starts - Your AI avatar appears and begins the conversation
5. Live Transcript - You can watch the real-time transcript from your dashboard
6. Meeting Ends - Either the guest leaves or the AI concludes naturally

For Calendar Meetings

1. Bot Joins - At the scheduled time, the bot enters the meeting room
2. Recording Begins - Audio and video capture starts automatically
3. Transcription - Real-time speech-to-text runs throughout
4. Meeting Ends - The bot leaves when the meeting concludes

Monitoring Live Meetings

While a meeting is in progress:

1. Open the Conversations page
2. Find the meeting that’s currently live
3. Click to view the real-time transcript
4. Use the End Meeting button if you need to stop early

You’ll see:

• Who’s currently speaking
• The live transcript updating in real-time
• Meeting duration
• Connection status

After the Meeting

When a meeting ends:

1. Processing - The system finalizes the transcript (usually under a minute)
2. Notification - You’ll see a notification that the transcript is ready
3. Review - Click to open the full transcript with video playback

What’s in Your Transcript

• Full Conversation - Every word spoken, with speaker labels
• Video Recording - Synced playback you can jump to any moment
• Training Options - Rate responses to improve your AI over time
• Notes - Add annotations to specific moments

Tips for Your First Meeting

1. Test with yourself first - Open your personal link in an incognito window to see the guest experience
2. Check your branding - Ensure your logo and colors appear correctly
3. Review the transcript - Look for areas where you might add knowledge to improve responses
4. Rate the AI’s answers - Use thumbs up/down to guide training

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Want to explore more features? Continue to Platform Overview.