Using the KAI Assistant

The KAI Conversations Assistant is designed to help you seamlessly record and process your meetings. Follow this step-by-step guide to invite the KAI Assistant to your meeting, manage the recording process, and access the recorded conversation.

Step 1: Invite KAI Assistant to your meeting

1. Schedule your meeting: Set up your meeting as you normally would using your preferred calendar or meeting platform (e.g., Google Calendar, Outlook, Zoom, etc.).

2. Invite KAI Assistant: Add the email address assistant@kaiconversations.ai to the list of invitees for your meeting.

Step 2: Confirmation notification

• Receive Notification: After sending the invitation, you will receive a notification from the KAI Assistant. This notification will confirm whether KAI is able to attend your meeting.

• Provide Extra Details: If needed, the notification will include any additional information or details you need to provide to ensure KAI can join and record your meeting successfully.

Step 3: KAI Assistant joins the meeting

• Meeting Start Time: At the scheduled start time of your meeting, the KAI Assistant will automatically join your call.

• Begin Recording: The KAI Assistant will begin recording the meeting once the first attendee joins.

Step 4: Duration of KAI Assistant's presence

• Recording Duration: The KAI Assistant will stay in the call and continue recording until the last participant leaves or until 1 hour has passed, whichever comes first.

Step 5: Post-Meeting processing

• Submit Recording: After your meeting ends, the KAI Assistant will submit the recording to the KAI portal for processing.

Step 6: Access Your Recorded Conversation

• Notification of Processing Completion: You will receive a notification once the call has been processed.

• View in the KAI Portal: Access the KAI Portal to view the recorded conversation.

Additional Tips

• Ensure Attendance: Make sure to send the invitation to assistant@kaiconversations.ai well in advance of your meeting to ensure the KAI Assistant can attend and record without any issues.

• Check Notifications: Promptly check the confirmation notification and provide any additional required details to avoid disruptions.

• Meeting Duration: Plan your meetings to fit within the 1-hour recording window if you need the entire session recorded.

By following these steps, you can effectively utilize the KAI Conversations Assistant to record and manage your meetings, ensuring you have accurate and accessible records of your important conversations.

Installation for Zoom

1. Login to your Zoom account and navigate to the Zoom App Marketplace.

2. Search for KAI Assistant

3. Click the KAI Assistant app

4. Click Add

If you don’t add the KAI Assistant to Zoom, we will still be able to attend your calls, but you will be asked to confirm when starting the recording every time.

Uninstallation for Zoom

1. Login to your Zoom account and navigate to the Zoom App Marketplace.

2. Click Manage → Installed Apps or search for the KAI Assistant app.

3. Click the KAI Assistant app.

4. Click Uninstall.

Installation for Microsoft Teams

1. Create a new Team (Select Teams from left side, click the Plus + and select Create Team)

2. Enter a team name - we recommend KAI Assistant

3. In the list of teams, select the 3 dots menu icon next to your new team and select ‘Add member’

4. Enter assistant@kaiconversations.ai

5. Inform kai at help@kaiconversations.com that you have added the assistant to your Team so that we can accept the invitation

If you don’t add the KAI Assistant as a guest to a Teams Team, we will still be able to attend your calls, but the bot will be in the Lobby until the organiser admits it every time.