The workflow · Meeting notes
How does Kai capture a meeting and return the notes?
Use a connected assistant or authorized integration to ask KaiCalls to capture a supported meeting. Once admitted, Kai captures the conversation for transcription and summary processing.
Request a supported meeting
Provide the meeting link through a connected assistant or authorized integration. Business access, the chosen presence mode and meeting allowance must permit the request.
The host admits Kai
Capture depends on admission. If Kai is waiting or not admitted, check the meeting status instead of assuming the conversation is being captured.
Request the available summary
Processing prepares and saves meeting notes and attempts the owner email. Request available status and notes through the assistant or integration; you can also ask Kai to leave.
Admission or processing has not completed
Check the returned status and whether a summary is available. A join request or an email attempt is not proof that notes were produced or delivered.
Recording media is cleaned up
Media deletion is requested after summary processing completes or fails. This is not a permanent meeting video library, and there is no dedicated meeting dashboard.
What to verify: Read the returned meeting status and saved summary when available. Confirm an emailed summary separately if you rely on it.
Explore the detailed diagram
Before you invite Kai
Check the meeting, access and allowance.
- 1
Use a connected assistant or authorized integration
Your entry point must expose KaiCalls meeting actions and have access to the correct business. See assistant setup for connecting your assistant. A calendar connection alone is not an instruction to join a meeting. - 2
Provide a supported meeting link
Use the HTTPS meeting link for Zoom, Google Meet, Microsoft Teams or Webex. Make sure the host expects Kai and can admit the participant. - 3
Check the available presence mode and allowance
Meeting access and allowance are checked for your business. Listen mode takes notes and can answer when addressed. An available video mode has its own requirements and allowance; do not assume it is enabled. - 4
Agree on capture with your participants
Review your meeting notices, participant permissions and business requirements before capture. Give Kai only the information appropriate for this meeting.
During the meeting
Ask Kai to join, then check admission.
- 1
Request the meeting through your assistant or integration
Provide the meeting link and any relevant instructions. Confirm the business and requested presence mode. Keep the returned meeting reference so you can check that same meeting later. - 2
Have the host admit Kai
A successful join request does not mean Kai is already inside the meeting. Check the returned status and the participant list; a waiting participant cannot capture a conversation it has not joined. - 3
Check status or ask Kai to leave
Use the same connected assistant or integration to request status or ask Kai to leave the meeting. Leaving ends participation; it does not itself prove a summary has finished processing.
After the conversation
Read the available summary and verify the outcome.
Captured conversation is processed for transcription and a meeting summary. When a summary is available it is saved, and an owner email is attempted using the business notification recipients. Processing, saved notes and email delivery are separate outcomes.
- Request the meeting status and available summary through the assistant or integration.
- Read the returned notes and check important decisions or follow-up details before relying on them.
- If you expect an email, check the configured notification recipients and whether the email actually arrived.
- If no summary is available, review admission and processing status rather than treating the join request as a completed capture.
Recording media
Capture supports notes; it is not a permanent video library.
Recording media deletion is requested after summary processing completes or fails. A cleanup request does not establish that deletion finished at the provider. Saved summary review is separate from raw recording or transcript playback; this guide does not promise a recording download or a permanent meeting video archive.
Do not use the meeting capture workflow as your only copy of a recording you need to retain. Review the business requirements and the returned notes before deciding what other records your team needs.
Troubleshooting