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Meetings Integration

Connect your calendar so AI agents automatically learn from every client conversation.

Every client call contains gold: preferences mentioned in passing, concerns raised once and never repeated, decisions made verbally that never reached documentation. Meetings integration captures all of it automatically.

Connect your calendar, and your agents start learning from every recorded conversation. No manual note-taking. No forgotten details. No context lost when team members change.

Why Connect Meetings

This changes how agencies maintain client knowledge.

Before meetings integration:

  • Someone takes notes (sometimes)
  • Notes capture what seemed important at the time
  • Details get lost between the call and the summary
  • New team members never hear the original conversations
  • Context exists only in people's heads

After meetings integration:

  • Every word gets captured automatically
  • The agent builds understanding from actual conversations
  • Nothing falls through the cracks
  • New team members can ask agents about past discussions
  • Context lives in the system, not just in memories

When a client says "remember when we talked about that rebrand idea?" your agent actually remembers. It was there for the conversation.

Connecting Google Calendar

Link your Google Calendar to automatically detect and record client meetings.

Setup Process

  1. Go to Settings > Integrations
  2. Find Google Calendar and click Connect
  3. Sign in with your Google account
  4. Grant Verow permission to view your calendar events
  5. Choose which calendars to monitor (you can select specific calendars or all)

What Happens After Connection

Once connected, Verow monitors your selected calendars for video meetings. When you join a meeting with recording enabled, the system:

  1. Detects the meeting start
  2. Records the audio and transcribes the conversation
  3. Processes the transcript for your assigned agent
  4. Makes the full transcript available in the meeting record

Meetings without video conferencing links (in-person meetings, phone calls) are not recorded automatically. You can add notes from those manually.

Connecting Slack Huddles

If your team uses Slack Huddles for quick client conversations, connect Slack to capture those too.

Setup Process

  1. Go to Settings > Integrations
  2. Find Slack and click Connect
  3. Authorize the Verow app in your Slack workspace
  4. Select which channels to monitor for Huddles

What Gets Captured

When a Huddle starts in a monitored channel, Verow can record and transcribe the conversation. The transcript processes just like any other meeting, becoming part of your agent's context.

How Automatic Recording Works

Meeting Detection

Verow looks for calendar events with video conferencing links (Google Meet, Zoom). When you join a meeting, the recording system activates.

Recording and Transcription

The audio from your meeting gets captured and transcribed in real time. Speaker identification helps distinguish between participants, so your agent knows who said what.

Processing Time

Most meetings process within minutes of ending. Longer meetings may take slightly more time. You will see a notification when the transcript is ready.

Manual Recording

For meetings not on your calendar, you can start a manual recording:

  1. Open the agent that should receive the context
  2. Click Record Meeting
  3. Select your audio source
  4. Start the meeting as normal
  5. Click Stop Recording when finished

Viewing and Downloading Transcripts

Every recorded meeting appears in your agent's meeting history.

Finding Transcripts

  1. Open the relevant agent
  2. Navigate to the Context tab
  3. Select Meetings
  4. Browse or search your meeting history

Transcript View

Click any meeting to see:

  • Full transcript with speaker labels
  • Meeting duration and participant count
  • Date and time
  • Linked calendar event (if applicable)

Downloading

Click Download to get a copy of the transcript as a text file. Useful for:

  • Sharing with team members who were not present
  • Archiving in your own systems
  • Creating formal meeting notes

Assigning Agents to Meetings

Not every meeting belongs to every agent. A call with Client A should inform Client A's agent, not every agent you have.

Automatic Assignment

Verow can assign meetings to agents automatically based on:

  • Calendar event titles containing client names
  • Attendee email domains matching client information
  • Your assignment rules

Set up rules in Settings > Meeting Assignment.

Manual Assignment

After a meeting records, you can assign or reassign it:

  1. Find the meeting in your history
  2. Click Assign to Agent
  3. Select the appropriate agent
  4. The agent now includes this meeting in its context

Bulk Assignment

For meetings with multiple clients or general agency discussions, you can assign one meeting to multiple agents. Each agent then has access to the transcript.

How Agents Learn From Meetings

Your agent does more than store transcripts. It builds understanding.

What Agents Extract

From each meeting, agents identify:

  • Client preferences and concerns expressed
  • Decisions made and action items assigned
  • Questions asked and answers given
  • Topics discussed and their context
  • Relationships between people mentioned

Building Knowledge Over Time

Individual meetings add up. After several calls with a client, your agent develops nuanced understanding:

  • How the client likes to communicate
  • What matters most to them
  • History of the relationship
  • Context for ongoing projects

This is what we mean by Perfect Client Memory. Your agent knows the client like a team member who has been on every call.

Using Meeting Context

When anyone asks your agent about the client, it draws on meeting history:

  • "What did Sarah say about the timeline?" - Agent searches transcripts for Sarah's comments on timing
  • "Has the client mentioned budget concerns?" - Agent identifies discussions of budget across all meetings
  • "Summarize our last three calls" - Agent provides overview of recent conversation topics

Recording conversations comes with responsibility. Verow helps you handle this appropriately.

Participant Notification

Before recording, ensure all participants know and consent. Most video platforms (Google Meet, Zoom) display recording indicators. Your organization is responsible for obtaining appropriate consent.

  • Start meetings by stating the call will be recorded
  • Include recording notices in meeting invites
  • Respect requests to stop recording
  • Know your jurisdiction's recording consent requirements

Data Handling

Meeting recordings and transcripts receive the same security treatment as all your data:

  • Encryption at rest and in transit
  • Access limited to your team
  • No use in training our models
  • Deletion available anytime

Stopping a Recording

If a participant asks to go off the record, you can:

  1. Pause or stop the recording in your video platform
  2. Verow stops capturing at that point
  3. Resume recording when appropriate

Troubleshooting

Meeting Not Appearing

If a meeting you recorded does not show up:

  • Check that the calendar it was on is connected and monitored
  • Verify the meeting had a video conferencing link
  • Allow processing time (up to 15 minutes for long meetings)
  • Check your agent's meeting history, not just the global list

Poor Transcript Quality

If transcripts seem inaccurate:

  • Check audio quality in the original meeting
  • Ensure speakers are not talking over each other excessively
  • Verify the correct language is detected

Connection Issues

If calendar connection drops:

  • Reconnect through Settings > Integrations
  • Check that you have not revoked permissions in Google or Slack
  • Contact support if issues persist