Setting up the Notetaker

If you found Quin through the Notetaker, you're not alone — it's where most people start. But Quin does a lot more than take meeting notes. It handles your follow-ups, keeps your CRM current, preps you before calls, and runs workflows in the background. The Notetaker is just the beginning, and usually the first thing that makes the rest of it click.

Here's how to get it set up.

How it works

The Notetaker joins your virtual meetings automatically and takes care of everything after: notes, transcripts, follow-up emails, CRM updates. Once it's running you can set it and forget it.

One thing worth knowing upfront: Quin captures transcripts, not audio or video. That's intentional. Storing recordings creates compliance exposure for a lot of our customers, especially advisors. The transcript is what Quin uses to generate your notes and everything that follows, and most people find that's all they need.

When Quin joins a virtual call, it shows up as an attendee. The name defaults to "Quin, [Your Name]'s Assistant" so your clients know who it is and why it's there.

The Notetaker also works for in-person meetings. If you're heading into a meeting that isn't on your calendar, you can record it directly from the app and Quin processes it the same way.

Setting it up

There are two things to configure: which meetings it should join, and how you want it to handle what it captures.

For meeting attendance, most people set the Notetaker to join external client meetings and leave out internal team discussions. That keeps your CRM focused on client interactions without cluttering it with planning calls. You can set it however makes sense for how you work: all meetings, external only, or just the ones you manually invite it to. And if a meeting ever falls outside those parameters, you can always message Quin with the link and it'll join.

For notes and follow-ups, the Notetaker has its own guidelines section where you can tell it how you want things formatted: how notes should be structured, what to include in follow-up emails, which commitments should become tasks. These instructions only apply to the Notetaker, so they won't affect anything else Quin does.

You don't need a lot here. Quin does a solid job out of the box. But the more specific you are, the more consistent your output will be. A lot of people who come from other notetaking tools paste in a few example notes and say "I want it to look like this" and that works really well.

What shows up after a meeting

Once the meeting ends, Quin gets to work. Your CRM gets updated, a follow-up email lands in your drafts for review, and any action items become tasks. You can find your notes and transcripts on the Meeting notes screen, or in the contact record in your CRM.

Nothing goes out without your review. Emails are drafts and you look them over and send when you're ready.

A few things that come up

If Quin joins meetings it shouldn't. Check your attendance settings and adjust to external meetings only.

If notes don't sound like you. Check your About me section in settings. That's where Quin pulls your communication style and tone from.

If follow-up emails include too much detail. Add a note to your Notetaker guidelines, something like "keep follow-up emails concise, focus on next steps and any promised deliverables."

If specific details keep getting missed. Add an instruction about what to prioritize, for example: "Always note any mentioned deadlines, budget discussions, or concerns about our service."

If you want to skip a specific meeting. Remove Quin from that calendar event directly, or switch to manual invitation only for more control.

Getting started

Turn on the Notetaker in your Workflows section, configure which meetings it should join, and let it run for a week. If something isn't working the way you expected, the answer is almost always one more instruction in your recap guidelines.