Using the Meeting Assistant with Google Meets

The Meeting Assistant (MA) for Google Meet allows users to automate call recording, transcription, and real-time coaching through Moments™ notifications. This article focuses specifically on how the MA works within Google Meet, including key requirements, limitations, and frequently asked questions.

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How the Meeting Assistant Works in Google Meet

When enabled, the Meeting Assistant will join scheduled Google Meet calls based on your organization’s configuration. The Meeting Assistant operates in one of two ways:

Automatic Joining (if enabled)

  • The MA will attempt to automatically join Google Meet calls detected in your calendar.
  • This requires your Google Calendar to be connected to Revenue.io.
  • Auto-join does not work for instant meetings—these require manual addition.

Manual Addition (if auto-join is disabled or unsuccessful)

  • Users can manually invite the MA via the Moments™ application.
  • Requires pasting the Google Meet meeting URL in the Moments™ app.
  • Ensures the meeting is recorded/transcribed even if auto-join fails.

📌 Note: If the MA is not admitted within 10 minutes, Google Meet will automatically remove it, and you will need to re-invite it.

Meeting Assistant Features in Google Meet

✅ Real-Time Transcription & Recording - The MA can record and transcribe live conversations, making it easy to review discussions, generate summaries, and automate follow-ups.

✅ Moments™ Coaching Notifications - Receive real-time coaching notifications based on phrases detected, behavioral insights, or time. 

✅ Meeting Controls - Manually start, stop, or pause recording via the Moments™ application and remove the Meeting Assistant from a meeting at any time. 

 

Google Meet-Specific Requirements & Limitations

Requirements for the MA to Join a Google Meet Meeting

  • Your Google Calendar must be connected via Nylas v3 for auto-join.
  • The meeting must be scheduled at least 5 minutes in advance for auto-join to work.
  • If auto-join is disabled, the MA must be manually invited via Moments™.
  • The meeting host must admit the MA within the first 10 minutes, or Google will remove it.

Limitations 

  • Unlike Zoom, Google Meet does not display a native recording banner when the MA is recording. Use a Recording image or recording announcements to clearly designate to participants that the meeting is being recorded.
  • Instant Meetings Are Not Automatically Joined. If you create an instant Google Meet call, the MA will not auto-join and you will need to manually invite the MA using the Moments™ application.
  • If the host starts the meeting early, recording will not begin until the scheduled time.
  • Once the Meeting assistant is admitted, there is a 5-10 second delay before recording/transcription begins.
  • If the MA is removed from the meeting and then re-added, Revenue will treat it as a new meeting, potentially splitting recordings.

Frequently Asked Questions (FAQs)

Q: Why didn’t the Meeting Assistant join my Google Meet call?

  • Check if auto-join is enabled in your account settings.
  • Ensure your Google Calendar is connected (required for auto-join).
  • The meeting may have been scheduled too close to start time (less than 5 minutes).
  • If it was an instant meeting, you must manually invite the Meeting Assistant.

Q: How can I manually invite the MA if it doesn’t join automatically?

  • Open the Moments™ application.
  • Click "Add Meeting Assistant" and enter the Google Meet URL.
  • Click "Join Meeting" to add the MA.

Q: How can I tell if the MA is recording or not?

Google Meet does not show a visual recording banner, unlike Zoom, you must leverage the Meeting Assistant recording controls and configuration to know when recording is initiated. 

  • You can view the Meeting Assistant recording status within the Moments™ application and Meeting Assistant section.
  • If recording is active, the MA’s image will reflect the admin recording image if one is set.
  • If recording is not active, the Meeting Assistant's image will reflect the admin default image if one is set.

Q: What happens if I remove the Meeting Assistant from a meeting?

  • The MA will leave the call immediately and stop recording/transcribing.
  • Any recorded segments will still be saved before removal.
  • You must manually re-invite the MA if you want it to rejoin.

Q: Can I customize the Meeting Assistant’s name and image?

  • Admins can update the MA’s name and image in the Admin Console. This applies globally for all users in the account.

 

 

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