Introduction
The Sana AI Notetaker is an AI-powered tool designed to enhance your meetings by providing transcriptions, summaries, recordings, and storage capabilities for your discussions. It saves time by efficiently capturing and preserving knowledge, while also empowering participants through search-ability, and the capacity to ask questions for easy extraction of information.
How It Works
Once enabled, the Sana Notetaker integrates with your calendar and joins scheduled meetings as an external guest. It notifies participants via a chat message about its presence and the recording, ensuring transparency and consent.
Access Control and Sharing
Who can remove the Notetaker: Only participants with administrative privileges in the meeting can remove the Notetaker.
Who can delete/share recordings: Post-meeting, the recordings and summaries are accessible to the meeting participants with a Sana AI account, who has the authority to delete or share them with others. This control mechanism safeguards the privacy and security of the meeting's content.
Summary distribution: Even participants who were unable to attend the meeting will receive the summary, ensuring that everyone is updated and aligned on the discussed action points and decisions.
Notetaker Will Provide You With:
Action points: Key tasks and responsibilities assigned during the meeting, ensuring clarity on next steps.
Meeting summary: A concise overview of the main topics discussed and decisions made, helping to keep everyone aligned.
AI-generated transcript: A detailed, word-for-word account of the meeting, allowing for thorough review and reference.
Meeting recording: An audio or video recording of the meeting, providing a complete record for future playback.
The possibility to ask questions to the transcript: Enables users to query the transcript for specific information, making it easy to extract and locate important details shared during the session.
Keep in Mind
The Notetaker is a new technology available to a select group of users initially, so It's important to familiarize your colleagues with its functionalities and ensure everyone's comfort with its presence and recording capabilities.
It will not be visible as an attendee in your calendar but it will still join all meetings that have Microsoft Teams or Google Meet as an option (where you have selected for the notetaker to join in Sana AI).
The notetaker will join each meeting you have selected it to join, regardless of if you are present or late to the meeting.
Step-by-Step Guide to Set Up the Notetaker
Access Your Sana AI Dashboard
Connect to Your Meeting Platform (e.g., Google Meets, Zoom, Microsoft Teams).
Go to the Integrations page:
4. Select Connect for the relevant calendar application:
5. In Meetings, select a previous meeting or select which upcoming meeting the notetaker should or should not attend.
You can also manually add the notetaker to an ongoing or upcoming meeting by going to the meetings tab > 3 dot menu > click "Add Meeting" and copy paste the meeting URL into the designated field.
Alternatively, you can enable the Notetaker to automatically join future meetings by going to the integrations tab, clicking on the relevant integration and configuring the notetaker settings to your preference. Or, going to Meetings, pressing the three dots at the top right corner, and from there access the settings.
8. Accessing Your Meeting Notes
After the meeting, access notes and summaries in your Sana AI Dashboard or via email if enabled.
The meeting is estimated to be available within 10 minutes of the meeting ending, but at high load-times, it can sometimes take longer.
9. Customize Notetaker Settings
Choose automatic join or manual addition for meetings under the integration settings.
Change the name and picture of the notetaker under Workspace settings.
Accessibility to the Notetaker
Sana AI account Interaction with the Notetaker | No account | If the account with the Notetaker is deactivated | If the account with the Notetaker is activated |
The Notetaker will join a meeting | No | No | Yes |
A user can see and control the Notetaker in meetings | Yes | Yes | Yes |
A user will receive a meeting summary via email | No | Yes, if invited to meeting | Yes |
A user can open the meeting notes in Sana AI | No | Yes, if the owner of the Notetaker has shared the meeting | Yes |
Best Practices
Test in Smaller Meetings First: Before deploying the Sana notetaker in large or critical meetings, it may be best to start by testing it in smaller, less formal gatherings. This allows you to familiarize yourself with its functionalities, understand how it captures and summarizes discussions, and refine your usage strategies based on these initial experiences.
Utilize Privacy Settings for Sensitive Information: Leverage the notetaker's privacy settings to protect sensitive discussions. This might involve excluding the notetaker from certain parts of a meeting or adjusting the sharing settings to limit who can access the notes.
For further information about Sana AI, please contact [email protected] via email.