Kaizan’s Meeting Assistant joins calls automatically once you sign in and grant access to your calendar.
When you log in with your work email, a pop up will ask you to connect your calendar (Google or Microsoft). This is so Kaizan's AI knows which meetings to join and which to avoid. This is where you choose which permissions and scopes Kaizan has access to, from your workspace account.
As a default, your permissions will request access to your Calendar and your Email. So that the AI will be scheduled to join meetings when they appear in your calendar. You are then able to filter which calls it joins in your user and org settings - you can see how to here: https://help.kaizan.ai/en/articles/11130643-controlling-removing-your-ai.
Whenever Kaizan joins a call, it will record the video and audio (unless switched off at the organisation level to only record audio), enabling us to generate a transcript which can then be used by your AI (i.e. a meeting overview or sentiment scoring).
For users, there’s no need to click “record” inside the platform or manually invite the Kaizan Meeting Assistant to your calls - Kaizan does it automatically by connecting your Calendar to Kaizan so your Meeting Assistant can dial in as a participant would.
Calls are then stored in the app.
What it looks like
Whenever an AI assistant joins a live call, it will inform the participants that it has entered the call and is recording the meeting.
Name & Icon appears: in the participant list, and in the meeting lobby, under your organisation’s white-labelled name and logo.
Introducing Message: the assistant will also send a message to the chat to let participants know it is recording the meeting. The default message is:
"Kaizan is transcribing this call to track action items and help us deliver a great service. Please ask if you'd like a copy of the call summary. If you would like Kaizan's AI removed from the call the meeting host is able to remove it, or you can ask a member of Kaizan's team to do it."
However, you are able to change this message in your organisation settings.