AI Meeting Assistant
Send an AI assistant to your Zoom, Google Meet or Microsoft Teams call. It keeps notes with every speaker named, answers questions from your workspace, and turns the meeting into tasks and follow-ups.
Overview
- Notes with names: every line shows who said it.
- Answers when asked: say the assistant's name and ask, for example "how much does Acme still owe us?"
- Work done for you: it can create a task or a draft invoice once you say yes.
- A summary, decisions and action items after the call.
- Suggested follow-ups you tick and create in one click.
The AI Meeting Assistant is included in your subscription like every other service. Your plan sets how many meeting hours you get each month.
Coming soon: early access
The AI Meeting Assistant is coming soon. Until it opens for everyone, it is opened to selected workspaces for early access, and it does not appear in the Marketplace until it is opened for yours.
To ask for early access, open Help & support at the bottom of the sidebar, or email info@softsolz.uk with the name of your workspace. Once it is opened, its card appears in the Marketplace ready to install, and your sandbox workspace gets it too.
Sending the assistant
- Open Meetings in the sidebar and press Send agent.
- Paste the meeting link. Zoom, Google Meet and Microsoft Teams links work.
- Add a title if you like, and choose to join now or at a set time.
- Pick Team meeting or Client meeting. In a client meeting the assistant is more careful about what it says aloud.
- Choose what it may do (see below) and which services it may talk about.
- Tick what should happen after the meeting, then press Send.
You need at least 10 minutes of meeting hours left to send it.
What it may do
| Mode | What happens |
|---|---|
| Listen only | Takes notes and says nothing. |
| Listen and answer | Answers questions when someone says its name. |
| Listen, answer and act | Can also create or change things in your workspace after a spoken yes. Needs the permission to let the assistant act. |
In the meeting
The assistant joins under the name your workspace chose, for example "Acme AI assistant". It posts a short message in the meeting chat and, when it may talk, says once that it is an AI assistant taking notes for you. The host can remove it at any time.
While the meeting runs, the meeting page in SoftSolz shows the notes live. From there you can pause it, remove it, or mark people as your team.
It only speaks when someone says its name or "hey assistant". Before it creates or changes anything it says what it will do and waits for a yes. Sending, paying, publishing and deleting are never done in the meeting: they wait in AI Review for you to approve.
It leaves when the meeting ends, when it is alone, after 5 minutes of silence, at the longest meeting length your workspace allows, or when your meeting hours run out. It warns 5 minutes before the hours run out.
Your team and guests
Only you, and the people you mark as my team on the meeting page, can ask the assistant to do work. Everyone else can ask questions and gets answers about the services you ticked, but cannot change anything.
After the meeting
The full notes stay on the meeting page with every speaker named. If you ticked it, you also get a summary, the decisions made and the action items with who owns them and when they are due. You get a notice in SoftSolz and by email when the notes are ready.
You can also choose, before the meeting, to:
- Save the notes to a Knowledge Hub collection.
- Turn the action items into Tasks.
- Add the notes to the open deal of the people you met.
For a client meeting, a short note also appears on the client's contact history and in their Outreach inbox conversation.
Suggested follow-ups
Press Suggest actions on a finished meeting. The assistant reads the notes and offers a checklist: tasks, draft invoices, new contacts, deal notes, follow-up bookings, Knowledge Hub notes and follow-up email drafts. You only see kinds for services you have installed and may use.
Tick what you want, change any detail, and press Create selected. Each item is made in its own service as you, with Undo for 24 hours. Items that would send or book something go to AI Review first.
Booked meetings
Turn on Join booked meetings in Meetings settings and the assistant joins every Appointments booking that has a Zoom, Meet or Teams link, on behalf of the person the booking belongs to. It uses the preset you pick for these meetings and never joins the same booking twice.
Presets and settings
Save your usual choices as a preset, for example "Client call" or "Team meeting", and pick it next time you send the assistant. In Settings you choose the assistant's name, how long notes are kept (30 to 365 days) and the longest meeting it stays for.
Meeting hours and credits
| Plan | Meeting hours |
|---|---|
| Free trial | 1 hour in total |
| Basic | 3 hours a month |
| Growth | 20 hours a month |
| Business | 50 hours a month |
An hour where the assistant may answer or act counts as 1.5 hours. Answers, actions, summaries and suggestions also use AI credits from your plan. Listening alone uses no AI credits until the notes are written.
Privacy and telling people
Tell the people in your meetings that an AI assistant takes notes. A line in the invite is enough, and the assistant also says so when it joins. SoftSolz keeps no audio or video, only the text. Recall.ai, the partner that joins the call for us, deletes its copy as soon as the meeting ends. Notes are deleted after the period your workspace chooses, and you can delete a meeting at any time.
Questions
Can I use it for a meeting on another tool? Not yet. Zoom, Google Meet and Microsoft Teams links work.
Someone removed the assistant. What happens? It stops, and the notes up to that point are kept.
Who can see the notes? Members of your workspace whose role can view meetings.