Notetaker settings

Notetaker

Quin joins your video calls, captures the conversation, and creates CRM updates, tasks, and follow-up emails based on what was discussed.

Notetaker joins your video calls and handles the administrative work that typically follows every meeting. While you focus on the conversation, Quin captures what matters and creates the follow-up work you need.

How to set it up

1. Turn on Notetaker in Account Settings → Meeting Assistant
2. Under Join meetings on these calendars, select which calendar(s) Quin should monitor
3. Under Which meetings to join, choose:
   • All meetings - Quin joins every meeting on your calendar
   • Any external meetings - Quin only joins meetings with people outside your organization
   • Only meetings I'm the host - Quin only joins meetings you've organized
4. Add recap guidelines to customize how Quin processes meetings (optional)
   • Guidelines are instructions that tell Quin how to process your meetings, like "Always draft a follow-up email" or "Highlight client concerns"
5. Enter email addresses in Send copy of recap to if you want additional people to receive meeting recaps (optional)
6. Under What meeting data should Quin keep, choose:
   • Meeting recap - Structured notes with key points and action items
   • Full transcript - Complete recording of everything said

What to expect

After you turn on Notetaker, Quin appears in the participant list of meetings that match your settings. Everyone in the meeting can see that Quin is present.

When the meeting ends, you'll receive a recap within a few minutes containing CRM updates, assigned tasks with deadlines, and drafted follow-up emails. You review everything and approve what should be sent or finalized.

Managing Quin in meetings

If Quin joined but you want to remove it
‍You (or the meeting host) can remove Quin like any other participant from the meeting.

If Quin should have joined but hasn't
‍Send the meeting link to Quin via email, text, or chat and it will join the call.

To manually add Quin to a specific meeting
‍Add quin@heyquin.io to the meeting invite, even if the meeting doesn't match your automatic join settings.

Troubleshooting

Quin didn't join my meeting

• Check that Notetaker is turned on in Meeting Assistant settings
• Verify the calendar containing the meeting is selected under Join meetings on these calendars
• Confirm the meeting matches your Which meetings to join setting
• Make sure the meeting has a video conference link (Zoom, Google Meet, Teams)

My recap wasn't created

• Recaps typically arrive within a few minutes after the meeting ends
• Check that the meeting lasted long enough to capture meaningful content
• Verify Quin remained in the meeting for the full duration

Quin is joining meetings it shouldn't

• Review your Which meetings to join setting
• Check which calendars are selected under Join meetings on these calendars
• Consider changing to a more restrictive setting like Any external meetings or Only meetings I'm the host