Spiro Notetaker

The Spiro Notetaker allows users to have Spiro record, transcribe, summarize, and log all video meetings with Teams, Zoom, and Google Meet. 

The Notetaker reduces data entry and streamlines the Spiro user experience. Having call logs and transcriptions in Spiro allows users to use AI to draft follow up emails summarizing key points after a call as well as incorporate recent meetings into executive summaries.

In this article

Setup

Function

Functionhttps://support.spiro.ai/article/527-spiro-notetaker#Sharing-Internally-qzSmj

Frequently Asked Questions

Setup

Spiro Notetaker is an add-on so reach out to your CSM if you're interested. It can be turned on for specific users and off for others.

Function

Spiro Notetaker will join all of your Teams, Zoom, and Google Meet meetings as long as they sync to Spiro. To ensure they sync, make sure you invite a Spiro Contact to the event and keep your calendar connection valid. If you need to reconnect your email or calendar, you can do it in Settings -> My Connections. 

If the meeting doesn't sync due to a blocked domain, you can invite assistant@spiro.ai and the Notetaker will be scheduled.

If you use the Meet Now feature in Teams or start a meeting without scheduling a calendar event, don't worry! You can just invite the Notetaker to the active call by adding assistant@spiro.ai as a participant. In Teams this is done through a default email which shares a Teams link. If you do this, you can change the title of the email to define the activity subject when it goes into Spiro.

ResultUse "Ask Spiro" to find out how the call went. Ask questions like 
  • What are their pain points?
  • What do I need to close the deal?
  • Are they going to buy?
You'll see video meetings sync in your Activities tab. Open the drawer to see an AI summary and click "Draft Recap Email" to easily get a head start on your followup email. 

Toggle to the Video & Transcription tab to see the downloadable video and call script. You can adjust the playback speed and other options by clicking the three dots on the lower right hand corner of the video. The content of the video will be used in the executive summary.

Sharing Internally

If you want to share a video meeting with an other Spiro user, you can tag them in a Collaboration Note on the Video Meeting activity.

If you would like to share a video meeting with a client or a non-Spiro user, you can use the "Share" button. Once you click "Share" you'll be given the option to copy a URL which you can send in an email. You can also invite them via email which will send an email from Spiro.

If you're sharing via email, make sure to press "Enter" on your keyboard so the email address looks like a blue/purple chip (pictured below). You can add multiple email addresses as long as you press "enter" after each new one.

Each shared video meeting is valid for 45 days.

Frequently Asked Questions

1) What is necessary for the Notetaker to work?
  • Your email needs to be connected to Spiro
  • You need to have a Teams, Zoom, or GoogleMeet link in the invite
  • You need to have the Notetaker addon turned on
  • The event needs to sync to Spiro if you want the Notetaker to autojoin. More on that below....at least one participant needs to already be a contact in Spiro in order for the event to sync.
2) How do you get the Notetaker to join a meeting?
The Notetaker will join meetings automatically IF:
  1. Your email is connected to Spiro
  2. The contact exists in Spiro
  3. The event synced to Spiro
  4. There is a Teams, Zoom, or GoogleMeet meeting link in the event
  5. You accepted the meeting and did not decline.
If the Notetaker does not join automatically it might be that the event didn't sync to Spiro. If you start a Teams meeting and want the Notetaker to join:
  1. Click "People" on the Teams app
  2. Click "Share Invite"
  3. Select "Share via default email"
  4. Invite "assistant@spiro.ai"
The bot should join in a minute or two.
If the meeting doesn't sync due to a blocked domain, you can invite assistant@spiro.ai as a participant on the calendar event, and the Notetaker will be scheduled.
3) How do you access the video meeting once it's logged to Spiro?
  1. Create a saved filter on the activities tab called "Video Meetings." You can select that from the saved filter list
  • The criteria should be "Kind" equals "Video Meeting"

2. You can go to the contact record and look in the activity tab for the video meeting activity.

  • Click on the bolded word "Video Meeting" in the "Type" column which will open the activity drawer. There, you can see the summary and next steps.

  • Toggle to the video and transcription tab to see the embedded video and transcript

4) What do you do with the video meeting activity?
  1. Use Ask Spiro to answer questions about the call. Ask things like "What do I need to do to close the deal?" or "How likely are they to buy?"
  2. You can click "Set Reminder" which will allow you to set a future task filled with all the Next Steps prefilled.
  3. You can draft a recap email to quickly and easily follow up with the participants of the meeting.
  4. You can rewatch the video.
  5. You can use Ask Spiro to quickly find bits of the conversation ex. "What is their favorite sports team."
  6. You can share the meeting with non-Spiro users by clicking the "Share" button on the bottom right corner of the drawer. Copy the link that comes up and send it to your meeting participant.

5) Who can see my video meetings?
Video meeting visibility follows the email/calendar visibility setting in Settings - User Admin.