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Setting up the Sana AI Notetaker
Setting up the Sana AI Notetaker
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Written by Alexander
Updated yesterday

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.
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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.
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Notetaker will provide you with the following:

  • Meeting recording: An audio or video recording of the meeting, providing a complete record for future playback.

  • 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.

  • Action points: Key tasks and responsibilities assigned during the meeting, ensuring clarity on the next steps.

  • 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.

Step-by-Step Guide to Set Up the Notetaker

  1. Access Sana AI

  2. Connect to Your Meeting Platform (e.g., Google Meets, Zoom, Microsoft Teams).

    You can do this by either going to the Integration page or by clicking Meetings on the sidebar and connecting the relevant calendar application.

  3. Once set up, go to Meetings and select which meetings the notetaker should or should not attend.

  4. You can manually add the notetaker to an ongoing or upcoming meeting. To do so, navigate to the Meetings section, click on the three-dot menu, select "Add Meeting", and then paste the meeting URL into the designated field.

  5. Customize Notetaker Settings

    1. Automatic or Manual Selection - You can set the Notetaker to automatically join all meetings or you can specify whether the Notetaker joins only those you accepted, those you host, or those you manually added. This can be done in the meetings settings or the integrations tab.

    2. Meeting participant ownership - You can choose the default Sana meeting role for participants who are not calendar event organizers, you can set it to one of the following roles in the meeting settings:

      1. Owner - Participants will have full access.

      2. Editor - Participants can edit the meeting notes and invite others but cannot delete the meeting or remove the organizer's access.

      3. Viewer - Participants can view the meeting notes but cannot make edits or invite others.

      4. None - Participants will not have access to the meeting notes after the meeting ends.

  6. Accessing Your Meeting Notes

    • Access your meeting notes and summaries directly in your Sana AI Dashboard or receive them via email if you've enabled this option.

    • The meeting is typically available within 10 minutes after it ends, but during high load times, it may take a bit longer.

    • Summary sharing - You can choose whether the email summary is sent to all meeting participants, only to the meeting owner, or to specific individuals. You have the option to allow each user to choose their own preferences for receiving meeting summaries. Alternatively, you can enforce a default setting for all users

Keep in Mind

  • The Notetaker will not appear as an attendee in your calendar, but it will still join all meetings that include Microsoft Teams, Zoom or Google Meet options, provided you've selected for the Notetaker to join in Sana AI.

  • The Notetaker will join every meeting you've selected, regardless of whether you're present or arrive late.

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.

FAQ

  • Is there any lower limit to create a recording?

    • There is no time-limit, but a lower limit of 300 words to process the meeting.

For further information about Sana AI, please contact [email protected] via email.

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