Meeting prep

Quin's Meeting prep workflow emails you a prep before each meeting so you know what is open, what was promised, and what to cover.

Each prep pulls together decisions and commitments from your last conversation with the attendees, emails and tasks that are still open, and a suggested agenda built from those open items. If someone still owes you a document or a question never got an answer, Quin calls it out so the meeting moves something forward.

Before you begin

Connect your calendar in Settings > Integrations so Quin can see your upcoming meetings. Connecting your email and CRM gives Quin more context to include in each prep.

How to set it up

1. Go to Settings > Workflows > Meeting prep and click Enable workflow
2. Under Prepare me for meetings on these calendars, toggle on each calendar you want Quin to prep
3. Under Which meetings should Quin prep?, choose:
   • All meetings - Quin preps every meeting on your selected calendars
   • Any external meetings - Quin only preps meetings with people outside your organization
   • Only meetings I'm the host - Quin only preps meetings you organized
4. Under When should Quin send the prep email?, choose how long before the meeting you want the prep to arrive
5. Click Add instructions to customize what Quin includes (optional)

Instructions tell Quin how to build your prep, like "Always include the client's open deals" or "Keep the agenda to three items." Admins can also click Add company instructions to set instructions that apply to every team member's prep. Company instructions take precedence over anything a team member adds on their own.

What to expect

Quin sends a prep email at the time you chose before each meeting that matches your settings. If a meeting is added to your calendar inside that window, Quin sends the prep as soon as it can. Each prep covers the attendees, decisions and promises from your last meeting, open emails and tasks, and a suggested agenda. The more history Quin has with the attendees through your meeting notes, email, and CRM, the more specific the prep becomes. For a first meeting with someone new, Quin focuses on who they are and what you can learn about them before the call.

Troubleshooting

I didn't receive a prep email

• Verify the workflow is turned on in Settings > Workflows > Meeting prep
• Check that the meeting's calendar is toggled on under Prepare me for meetings on these calendars
• Confirm the meeting matches your Which meetings should Quin prep? setting
• Check your spam folder in case the email was filtered
• Verify your calendar is still connected in Settings > Integrations

Quin is prepping meetings I don't need help with

• Switch to a more specific option like Any external meetings or Only meetings I'm the host
• Turn off calendars you don't want prepped under Prepare me for meetings on these calendars
• Add instructions that tell Quin which meetings to skip, like "Don't prep recurring internal standups"

The prep arrives too early or too late

• Change the timing under When should Quin send the prep email?
• Meetings added to your calendar inside the prep window get their prep as soon as Quin can send it, so it may arrive closer to the start time
• Confirm your timezone is correct in Account > My profile

The prep is missing context I expected

• Connect your email and CRM in Settings > Integrations so Quin can include past conversations and open items
• Use Notetaker in your meetings so Quin can reference decisions and commitments next time
• Add instructions that tell Quin what to prioritize, like "Always list open support tickets for this client"