Stopping Two Notetakers From Showing Up to the Same Meeting

A firm rolled out Quin to the whole team, but a few advisors had been running Granola on their own accounts for over a year and weren't ready to give it up. Now client calls sometimes have two note-taking bots sitting in the participant list, both quietly recording the same conversation, and clients have started to notice and ask about it.

What Tends to Get Missed

• Clients notice the extra participant. Two bots on a screen is an odd look, and it tends to prompt a question the advisor doesn't want to spend call time answering.
• Two sets of recap emails go out. The client gets a summary from Granola and a separate one from Quin, worded differently, which reads as sloppy.
• Join settings get left too broad. If Quin's notetaker is set to join "All meetings," it shows up even on calls where someone already brought their own notetaker.
• The CRM gets touched twice. Two tools independently logging the same meeting and next steps creates duplicate entries someone has to clean up later.
• Nobody is sure which recap is the real one. With two versions of the same meeting, whoever references it later has to guess which one is complete.

How Quin Handles It

Quin's notetaker join criteria can be scoped down from "All meetings" to "Any external meetings" or "Only meetings I'm the host," which cuts overlap right away for calls where someone else is bringing their own tool. Calendar monitoring can also be set at the individual level, so a firm doesn't have to force the same behavior on every advisor mid-transition.

Picture an advisor who still personally prefers Granola for her one-on-one client check-ins but uses Quin for everything else. She sets her Quin notetaker to join only meetings where she's the host, so it stays off her Granola-covered calls, and those Granola notes are still reachable later through Quin's search if she or a colleague needs them.

The bigger point is that a mixed-tool period doesn't have to mean messy calls. A little scoping up front means one notetaker per meeting and one clean recap, instead of a client wondering why there are two robots listening in.

Best Practices

• Agree on who owns which meetings before the rollout goes wide. A quick rule, like "Quin joins team calls, Granola stays on personal one-on-ones for now," prevents overlap before it starts.
• Tighten join criteria instead of leaving it at "All meetings." Scoping to external meetings or host-only calls avoids most double coverage.
• Check the participant list before a call starts. If a second notetaker is already invited, that's the moment to remove one, not mid-meeting.
• Retrieve Granola notes through Quin rather than duplicating them. If a colleague's meeting was captured in Granola, there's no need to run it through Quin's notetaker too.

Setting It Up

Notetaker join criteria live in Quin's workflow settings, and the Granola connection sits alongside them. Connect Granola under Settings, then Integrations, then adjust each advisor's join criteria so the two tools stop stepping on each other during the transition.