1. Practifi Success
  2. Sentir
  3. Intelligent Features

Understanding and Using Notetaker in Sentir

Follow
Avatar
Learning Team

Overview

Sentir's Notetaker joins your client meetings, captures the conversation, and automatically generates summaries, action items, and follow-ups, all within your existing workflow. Advisors can stay focused on building relationships while Notetaker handles the documentation.

This article explains how to use Notetaker and the Meetings page in Sentir: from authenticating your calendar to working with meeting summaries, sentiment, topic classification, transcripts, and follow-up items.

Please note: Notetaker is available to all Sentir users, but requires administrator setup before you can use it. If you don't see the features described in this article, contact your administrator. Administrators can find setup instructions in our Configuring Notetaker in Sentir article.

Meet Sentir's Notetaker

Client meetings are rich with details that need to be captured accurately: dollar amounts, deadlines, personal context, and follow-up tasks. Notetaker handles that documentation automatically by providing:

Automatic meeting capture

  • Notetaker joins your video calls automatically based on your Outlook calendar.
  • Audio and video are recorded throughout the conversation.
  • With Outlook integration, no manual action is required from advisors.

Meeting summaries

  • Generation begins immediately after meetings end.
  • Summaries include key discussion points, decisions made, and next steps identified.
  • After the meeting, summaries are saved to the Meetings page in Sentir.
  • Meeting summaries can be stored as Notes, and System Administrators can enable additional storage options.
  • You can copy summaries to your clipboard with a single click.

Meeting insights

  • Each completed meeting displays a sentiment indicator reflecting the overall tone of the conversation.
  • Meetings are automatically classified into topic categories based on conversation content.
  • Meeting topics are visible on Meeting records and filterable on the Meetings page.

Instant action items

  • Follow-up items are automatically suggested based on meeting content.
  • The system surfaces relevant processes, templated tasks, and custom tasks.
  • You can accept or dismiss suggested follow-up items.
  • Automated follow-up items ensure nothing falls through the cracks.

Meeting compliance

  • Firms control whether transcripts are stored.
  • Recordings are not stored.
  • Meeting data stays within your secure Sentir environment.
  • Notetaker supports compliance requirements for wealth management firms.

About Notetaker

Sentir's Notetaker is an AI-powered assistant that joins your video conferencing calls, captures the conversation, and automatically generates documentation.

What Notetaker does:

  • Detects scheduled meetings from your connected Microsoft Outlook calendar.
  • Joins video calls two minutes before the start time.
  • Can be invited to ad hoc meetings via the meeting URL.
  • Records audio and video throughout the meeting.
  • Generates transcripts stored securely on the Sentir platform.
  • Creates professional meeting summaries with key points and action items.
  • When configured, automatically stores summaries as Notes linked to the related entity.
  • Analyzes the tone of conversation to produce a meeting sentiment indicator.
  • Assigns each meeting a topic category based on conversation content.
  • Suggests follow-up items based on the meeting discussion.

What Notetaker doesn't do:

  • It doesn't replace your participation in meetings.
  • It doesn't make decisions about what's important.
  • It doesn't automatically share information externally.

Setting Up Notetaker

Before you can authenticate your Outlook calendar, a System Administrator must configure the integration between Microsoft and Notetaker for your organization. Administrators can find these instructions in our Configuring Notetaker in Sentir article.

Calendar Authentication

Please note: These instructions apply only if your firm uses Microsoft Outlook and your System Administrator has enabled the integration between Microsoft and Sentir.

If your System Administrator has configured Notetaker integration for your organization, you can connect your Microsoft Outlook calendar to Sentir. This allows Notetaker to automatically join your meetings. To join meetings automatically, Notetaker requires access to your calendar to detect scheduled meetings. This is a one-time setup process.

To link your Microsoft Outlook calendar to Sentir:

  1. Click your avatar in the upper-right corner of the Sentir screen and select Settings.

  2. On the Personal Information screen, click Authentication Settings for External Systems.

  3. On the Authentication Settings for External Systems page, click New or select the Edit link next to the existing Practifi Notetaker Service named credential.

  4. Enter the following information:
    • External System Definition: Named Credential
    • Named Credential: Practifi Notetaker Service
    • User: Current user
    • Authentication Protocol: OAuth 2.0
    • Authentication Provider: Practifi Notetaker
    • Start Authentication Flow on Save: Checked

  5. Click Save.

  6. Follow the steps to authenticate with your Microsoft account credentials and authorize calendar access.

Managing Calendar Connections

If you experience issues with your calendar connection or need to connect a different calendar account, your System Administrator can disconnect your calendar in your organization's Notetaker settings. After your administrator disconnects your calendar, you'll need to follow the steps above to re-authenticate your Microsoft Outlook calendar.

Common situations where you might need administrator assistance include:

  • Your calendar events aren't syncing properly to the Meetings page.
  • You've changed your email account.
  • You need to connect a different calendar.
  • Calendar events are appearing incorrectly in your meeting digest.

Administrators can find more information about calendar management in our Configuring Notetaker in Sentir article.

Please note: Only administrators can disconnect calendar connections. If you need your calendar connection reset, contact your System Administrator.

Supported Platforms

Users can invite Notetaker to join Microsoft Teams, Google Meet, and Zoom meetings by clicking the Send Notetaker button on the Meetings page and providing the meeting URL. Notetaker joins the meeting as a participant and generates a transcript and meeting summary after the meeting concludes.

Please note: Notetaker can only join meetings on the platforms listed above. To learn how to capture in-person meetings using an iOS device, see our article on Using the Practifi Mobile App with Sentir. For meetings on unsupported platforms, you can still create a Note to keep track of the conversation.

 

For Notetaker to successfully join Microsoft Teams meetings, your organization's Teams admin must ensure that the Anonymous users can join a meeting setting is enabled. If this policy is disabled, the Notetaker bot will be unable to join or wait in meeting lobbies. Please verify this setting with your IT admin before enabling Notetaker for Teams meetings. For more information, see this Microsoft documentation.

How Notetaker Works

Automatic Meeting Detection

Once your Outlook calendar is authenticated, Notetaker monitors your schedule for external meetings that should be recorded:

  1. Meeting detection: Notetaker scans your calendar for scheduled external meetings with video conferencing links.
  2. Pre-meeting preparation: Two minutes before the meeting starts, Notetaker prepares to join.
  3. Automatic joining: Notetaker joins the video call using the meeting link from your calendar.
  4. Throughout the meeting, Notetaker captures audio and video but does not participate.

Meetings that Notetaker will join automatically:

  • External meetings with client or prospect email domains
  • Meetings with supported video conferencing links (Microsoft, Google Meet, Zoom)
  • Meetings marked as external (not internal-only meetings)
  • Meetings on your authenticated calendar

Meetings that Notetaker will not join:

  • Internal meetings, depending on your firm's configuration
  • Meetings without video conferencing links
  • Meetings on unsupported platforms
  • Meetings that the user has manually disabled Notetaker or has not invited the Notetaker bot to join

Please note: System Administrators can configure Notetaker to join external meetings only or both internal and external meetings. Notetaker identifies an internal meeting as one in which every attendee's email domain matches the organizer's.

Meeting Capture Process

During the meeting, the Notetaker bot operates in the background:

  1. Joins the call approximately two minutes before the start time.
  2. Captures audio and video throughout the entire meeting.
  3. Generates a transcript of the conversation.
  4. Concludes recording when the meeting ends.
  5. Processes the content to create summaries and identify action items.
  6. Saves everything to the Meeting record in Sentir.

With Outlook integration, the entire process is automatic. Advisors don't need to start or stop the recording or manually upload files. However, they can pause recording if sensitive information is being discussed or remove the Notetaker bot from the meeting entirely if the client objects to being recorded.

Recording Transparency

The Notetaker bot joins meetings and appears in the participant list. Your firm's administrator can configure the bot's display name to make it clear that it's an AI participant. Your web conferencing platform might have additional settings to notify meeting participants when a notetaker joins.

Best practices for transparency:

  • Inform clients at the beginning of the meeting that you use AI note-taking for documentation.
  • Explain that the recording helps ensure accuracy and follow-through.
  • Include a note about AI note-taking in meeting invitations or confirmation emails.
  • Have a standard verbal script: "We're using an AI assistant to help with documentation today, so our notes are accurate and complete."

Please note: Recording laws vary by jurisdiction. Some locations require all-party consent for recording. Check with your compliance team to ensure your meeting recording practices comply with applicable regulations in your jurisdiction.

Using the Meetings Page

The Meetings page in Sentir provides a centralized location to manage your Notetaker recordings and access follow-up items generated from meeting summaries.

To access the Meetings page, click the Navigation Menu and select Meetings.

View Options

The Meetings page has the following list views:

  • My Meetings: Meetings where you are the organizer.
  • Meetings for My Key Entities: Meetings for any Entity where you're either the owner or a member of the Servicing Team.
  • My Division's Meetings: All meetings for clients within your division.

Action Buttons

On the right-hand side of the Meetings page, you'll find the following controls:

  • Send Notetaker Button: If there's a meeting not in your calendar or you don't have access to the Microsoft Outlook integration, click this button and paste the meeting URL to send the Notetaker bot to capture transcripts and summaries.
  • Upload Meeting Button: Use this button to transcribe and summarize meetings the Notetaker bot didn't attend by uploading audio or video files.
  • Search Bar: Click here to search for specific meetings by event name.
  • Week View Toggle: Switch between the following views:
    • Work Week: Monday through Friday
    • Calendar Week: Includes Saturday and Sunday
  • Filter by Topic Dropdown: Use this drop-down in the header toolbar to filter the meetings list to show only meetings classified under a specific topic category.
  • Today Button: Click this button to return the view to the current day if you've scrolled up or down in the meetings list.
  • Refresh Meetings Icon: Use this icon to reload the Meetings page and bring in any updates. 

Timeline Controls

The timeline on the left-hand side of the Meetings page displays your meetings in a scrollable chronological format with intelligent date formatting. This means there are relative dates for context (Today, Yesterday, Tomorrow) and, by default, easy scrolling backward and forward by one week from today. To access past meetings, click Load Earlier. To view more future meetings, click Load Later. If you scroll too far in either direction, click the Today button to jump back to today.

Please note: All-day events will not sync across to the Meetings page.

Meeting Details

Each meeting card in the timeline displays the following information:

  • Event name
  • Start and end time
  • Entity name

You can click the entity's name to open their record in a new tab.

After a meeting ends and the AI-generated summary has been processed, a Summary Ready badge appears.

Click on a meeting in the timeline to view the following information:

  • Meeting Name: The event name is displayed at the top of the screen.

  • Open Button: Click Open to view the meeting details in a new tab within the Entity record. Relevant information appears on the Meeting Digest tab.

  • Key Details: Shows the event date and time, the organizer's name, and whether Notetaker is enabled or disabled. If the meeting's Notetaker status shows Processing Failed, a Retry button is displayed for administrators. See the Common Issues section below for details.
  • Meeting Summary: For meetings where Notetaker was enabled, the AI-generated summary appears here. The summary header includes a Copy Summary button and a View Transcript button. A sentiment badge and topic badge also appear in the summary header when available. See the Accessing Meeting Summaries section below for details.
  • Suggested Follow-Ups: For meetings with a summary, view suggested action items.
  • Note: Displays any Notes associated with the event, including the meeting prep Note, if available. When the Summary Storage setting is configured to create Notes, a summary Note is created automatically when meeting processing completes. You can also click the plus icon in the Note component to manually create a new Note.

Controlling the Notetaker Bot

Automatic Bot Deployment

If you have the Microsoft Outlook integration enabled, Notetaker determines which meetings to automatically join based on your organization's settings:

  • External (Default): Notetaker joins only meetings that have attendees from outside your organization.
  • Internal and External: Notetaker automatically joins all meetings.

Please note: The system classifies meetings as external or internal based on email domains. If meeting attendees have email domains that differ from the organizer's email, the meeting is considered external. However, this classification also depends on the meeting organizer's email matching a User or Contact record in your Sentir organization. If the organizer cannot be matched (e.g., when a client or partner sends the calendar invite but has no Contact record in Sentir), the system may classify the meeting as internal even when external attendees are present. See "Notetaker Is Disabled for a Meeting with External Attendees" in the Common Issues section below for more information.

The Notetaker bot is automatically deployed two minutes before the scheduled meeting start time, giving it time to join and initialize transcription.

Enabling or Disabling for Future Meetings

You can override the default settings for any future meeting:

  1. Click on the meeting card in your Meetings timeline.

  2. In the meeting details panel, turn the Notetaker toggle on to enable meeting capture, or off to deactivate it.

  3. Your preference is saved automatically.

Please note: Once you manually enable or disable Notetaker for a meeting, your selection persists even if the meeting details or attendees change.

During Live Meetings

When a meeting is actively recording, you have real-time control over the Notetaker bot:

  • Pause Recording: Temporarily stops recording while keeping the bot in the meeting. Use this for sensitive discussions that shouldn't be documented. You can pause and resume as many times as needed.
  • Resume Recording: Restarts recording after a pause. The button appears only when the recording is paused.
  • Remove Bot: Permanently removes the bot from the meeting. This action cannot be undone. Use this when clients object to recording or for entirely off-the-record discussions.

Please note: Always inform meeting participants that the session is being recorded. If anyone objects, use the pause or remove controls immediately to respect their preferences.

Understanding the Recording Indicator

When the bot is actively recording, you'll see:

  • A chatbot icon with a Recording status
  • Live pulsing animation on the status badge
  • A green color on the status badge
  • Pause and Remove buttons in the controls

When the recording is paused:

  • A chatbot icon with a Paused status
  • An amber orange color on the status badge
  • Resume and Remove buttons in the controls

Manual Meeting Recording

Send Notetaker to a Meeting

For last-minute meetings or situations where the bot wasn't automatically scheduled, you can manually deploy it:

  1. Click the Send Notetaker button in the Meetings page header.

  2. A pop-up window opens with the following fields:
    • Meeting URL (Required): Paste the Microsoft Teams, Zoom, or Google Meet link.
    • Subject (Optional): Enter a descriptive name for the meeting.
    • Entity (Optional): Search for and select a Client record to associate with the meeting.
    • Description (Optional): Add meeting context or purpose.

  3. Click Send.

The bot will deploy to the meeting URL within 2 minutes, and a new Meeting record will be created automatically with the details you provided.

Please note: Use this feature for urgent client calls or when you weren't initially invited to a meeting but need to capture the discussion.

Upload Audio/Video for Processing

If you recorded a meeting outside of Sentir, whether it was a phone call, an in-person conversation, or a meeting on another platform, you can still process it using Notetaker. Once uploaded, Sentir generates a full transcript and AI-generated summary just as it would for a bot-recorded meeting, so your documentation stays consistent regardless of how the conversation was captured.

Most smartphones make this straightforward. On iPhone, the built-in Voice Memos app records audio in .m4a format, which Sentir accepts. Android devices typically export voice recordings in the same format. After recording, transfer the file to your computer and upload it using the steps below.

  1. From the Meetings page, click the Upload Meeting button in the top right corner of the screen.

  2. A pop-up window opens with the following fields:
    • Audio/Video File (Required): Upload your recording (audio or video formats accepted, including .m4a files from iPhone and Android voice recorders).
    • VTT File (Optional): Upload your Video Text Track (VTT) to help with speaker identification.
    • Start Date/Time (Required): When the meeting occurred.
    • End Date/Time (Required): When the meeting ended.
    • Subject (Optional): Name for the meeting record.
    • Entity (Optional): Associated client account.
    • Description (Optional): Meeting context.

  3. Click Upload. The AI processes your uploaded file, typically within 10 minutes.

Please note: Uploaded recordings don't include automatic speaker identification unless you provide a VTT file. The transcript will still be generated, but speakers won't be labeled as clearly as in bot-recorded meetings.

Working With Meeting Summaries

Accessing Meeting Summaries

Meeting summaries are generated automatically after each recorded meeting ends, giving advisors a reliable reference point before the details fade. They're saved directly to the Meeting record in Sentir.

To access a meeting summary:

  1. On the Meetings page, click on the meeting card to open the full details.
  2. The Meeting Summary component appears under Key Details on the Meeting record.

  3. Click the View Transcript button to access the complete transcript if needed.

The summary highlights key information from the conversation, including high-level discussion points, major themes, and key conclusions. Summaries are formatted for easy scanning and can be up to 131,072 characters, supporting comprehensive documentation of even lengthy meetings.

Please note: Processing time for transcripts and meeting summaries for shorter meetings is typically around 5 minutes. Meetings that last an hour or more will take longer to process. The quality of speaker identification in the meeting summary may decrease when there are more than 10 attendees.

Summary Content and Structure

AI-generated meeting summaries can include the following sections:

Key Discussion Points:

  • Main topics covered during the meeting
  • Important context or background information shared
  • Client questions or concerns raised
  • Advisor recommendations or guidance provided

Decisions Made:

  • Specific decisions reached during the meeting
  • Agreements between advisor and client
  • Changes to existing plans or strategies
  • Timeline or deadline commitments

Action Items:

  • Tasks to be completed by the advisor or team
  • Client homework or information to provide
  • Scheduled follow-up meetings or check-ins
  • Third-party actions (accountant, attorney, etc.)

Client Goals and Concerns:

  • Goals discussed or clarified during the meeting
  • New concerns or priorities that emerged
  • Changes to existing goals or timelines
  • Life events that may impact planning

The structure and depth of summaries will vary based on meeting content and length. Longer, more complex meetings will generate more detailed summaries.

Copying the Meeting Summary

A clipboard icon appears in the meeting summary header, alongside the View Transcript button. Clicking it copies the meeting summary as plain text to your clipboard. A notification confirms the summary was copied successfully.

This is useful when you need to paste a summary into a follow-up email, share it with a colleague, or include it in other documentation outside of Sentir. A clipboard icon also appears at the top of the View Transcript window, so you can copy the summary while viewing the full transcript. 

When the View Transcript window is launched from a narrower view, you can click the caret on the Meeting Summary component and select Copy Summary from an overflow menu.

Adding Meeting Summaries to Notes

You can create comprehensive meeting notes that combine your pre-meeting preparation, the AI summary, and post-meeting thoughts:

  1. Before or after a meeting, create a new Note or edit an existing Note on the Event record or from the Notes component on the Meeting record.
  2. Add your pre-meeting preparation or context.

  3. When ready to insert the AI summary, place your cursor where you want the summary to appear, then select + Add Meeting Summary.

  4. The placeholder shows "Meeting summary will appear here" with an Event relationship indicator.
  5. Once processing completes, the placeholder automatically updates to display the formatted summary content.
  6. Add your post-meeting notes, observations, or follow-up plans below the summary.

Best Practice: Create a Note template with placeholders for the meeting summary and post-meeting action items. This creates consistent, comprehensive meeting documentation.

Automatic Summary Notes

When your organization's Summary Storage setting is configured to save meeting summaries as Notes, a summary Note is created automatically when each meeting finishes processing. You don't need to manually create a summary placeholder; the Note will automatically appear on the entity's Documents tab once it's ready.

The Note contains the meeting summary as formatted content, preserving the original section headings and structure. The summary Note is connected to the meeting's related entity, which can be a Household, Organization, or Individual associated with the Event. This allows it to sit alongside that entity's other Notes and be fully searchable.

Summary Notes are fully editable. You can add annotations above or below the summary content, restructure sections, and use the note as a working document after the meeting. The Event record retains its own copy of the summary regardless of any edits you make in the Note.

Managing Notes

The Note component on Meeting records displays differently from other record types:

  • Full Content Display: Notes show the full content by default (not just a list view).

  • Multiple Notes Support: Toggle between all Notes associated with the meeting.

  • Create Note: Click the plus icon at the top of the Note component to add another Note for the meeting. A Create Note button appears when no Notes exist for the meeting.

Meeting Sentiment

When sentiment analysis is enabled, each completed meeting receives a sentiment indicator reflecting the emotional tone of the client-advisor conversation. This gives you an at-a-glance read on relationship health without having to review the full transcript or summary.

A colored badge appears in the meeting detail view, immediately to the right of the Meeting Summary heading:

  • Positive (green): The client showed trust, engagement, or satisfaction.
  • Neutral (gray): Routine interaction with no strong emotional signals.
  • Negative (red): Frustration, disengagement, or loss of confidence.

The sentiment analysis is calibrated specifically for wealth management conversations. A constructive discussion about portfolio losses can register as positive if the client feels heard and confident in their advisor. A surface-level conversation where everything seems "fine" may register as neutral or negative if the client appears disengaged. The model evaluates the dynamics of the client-advisor relationship, not the subject matter being discussed.

Sentiment Reporting

A Negative Meeting Sentiment report is available in the Practifi Intelligence Reports folder. It shows meetings with negative sentiment from the last 90 days, grouped by entity and sorted by date, making it easy to surface exception cases for management review.

Please note: If you don't see the sentiment features described above, contact your System Administrator. Sentiment analysis is enabled at the firm level; configuration details, including how previously processed meetings are handled, are in our Configuring Meeting Intelligence article. [FLAG: cross-link — admin article from this split; add the link once published. This replaces the original sentiment configuration paragraph; the reprocessing caveat moved to the admin article.]

Meeting Topic Classification

Each completed meeting is automatically classified into a topic category based on the substance of the conversation. This turns your meeting list from an unstructured timeline into something you can filter, search, and report on, making it easier to track the types of conversations happening across your client base.

A topic badge appears in the meeting detail view, to the right of the sentiment badge (if present). Topic badges do not appear on meeting cards in the meetings list. To filter the list by topic, use the Filter by Topic dropdown in the Meetings page header toolbar.

Meetings are classified into one of the following default categories:

  • Annual Review
  • Estate Planning
  • Financial Planning
  • Initial Consultation
  • Insurance Review
  • Portfolio Review
  • Retirement Planning
  • Tax Planning

If a meeting doesn't clearly fit any configured category, it's classified as General Discussion. Topic classification runs automatically for every completed meeting and cannot be disabled.

Please note: Your System Administrator can create additional categories, rename existing ones, or deactivate categories your firm doesn't use. If your firm's categories differ from the defaults listed above, contact your administrator. Configuration details are in our Configuring Notetaker in Sentir article.

Meeting Transcripts

In addition to summaries, Notetaker creates full transcripts of recorded meetings. Transcripts capture every word spoken during the meeting and are stored securely in Sentir.

Reviewing a meeting transcript can help you see the full context beyond what's included in the meeting summary. Transcripts are searchable, allowing you to quickly find specific topics or keywords when you need to verify exact wording or revisit a specific moment in the conversation.

To access the complete meeting transcript:

  1. In the Meeting Summary section, click View Transcript.

  2. A pop-up window opens displaying the complete transcript with full search functionality to help you find specific words or phrases.

Please note: Firms can configure whether transcripts are stored in accordance with their compliance policies. Your administrator controls transcript storage settings at the firm level. Even if summaries are generated, transcripts may not be retained based on your firm's policies.

Follow-Up Items

As part of the meeting summary process, Notetaker also suggests follow-up items to turn meeting content into actionable tasks.

Automatic Suggestions

After the meeting processing completes, Notetaker analyzes the summary to suggest action items, tasks, and processes. This happens without any manual intervention.

What the Assistant Identifies:

  • Topics: Existing tags in your Sentir organization that can be applied to the Client record.
  • Tasks: Action items that need to be completed.
  • Processes: Multi-step workflows that should be initiated.
  • Assignments: Who should handle each item.
  • Due Dates: When items should be completed.
  • Reasoning: Why each suggestion was made.

Reviewing Suggestions

Follow-up suggestions appear in the Suggested Follow-ups component on the Meeting record:

  1. Click on a meeting card after processing completes.
  2. Scroll down to the Suggested Follow-Ups component.
  3. Review each suggested item individually:
    • Read the item description.
    • Hover over the info icon to review the AI's reasoning for the suggestion.

  4. Click the Complete button at the top of the Suggested Follow-ups component to open the Complete Follow-up window.

  5. For each suggestion, you can:
    • Accept: Create the isuggested items by clicking the Create button.
    • Reject: Click the trash can icon to dismiss the suggestion.
    • Edit the subject by clicking the pencil icon.
    • Edit the description by clicking into the text area.
    • Change the assignee by clicking the X icon and selecting a new user.

Task and Process Creation

When you accept suggestions, the system creates Sentir records:

  • Tasks: Created with the meeting-related Entity or Contact.
  • Processes: Initiated with appropriate context and assignments.

Please note: Process names are automatically generated in accordance with Sentir's naming conventions based on the process type and context. You can edit these before finalizing.

Real-World Scenarios

Scenario 1: Client Portfolio Review Meeting

Before the Meeting:

  • The meeting appears in the My Meetings timeline.
  • Create a Note with pre-meeting preparation using an AI template.
  • Insert the Meeting Summary placeholder for automatic population later.

During the Meeting:

  • The bot joins 2 minutes early, and the status is updated to Recording.
  • The client asks a sensitive question about estate planning.
  • Click Pause Recording to discuss off-record.
  • After a sensitive discussion, click Resume Recording.
  • The meeting then continues with full documentation.

After the Meeting:

  • The status changes to Complete.
  • Within 10 minutes, the transcript and summary are generated.
  • The Note placeholder then automatically populates with a formatted summary.
  • A sentiment badge appears in the meeting detail view, giving you an at-a-glance read on the client's emotional tone during the conversation.
  • The meeting is automatically labeled with a topic badge, such as Portfolio Review, making it easier to locate similar meetings in the future.
  • The Follow-Up Assistant then makes any relevant suggestions.
  • Review and accept the appropriate suggestions.
  • Approved tasks and processes are automatically created and assigned.

Scenario 2: Last-Minute Client Call

Situation: Client calls requesting an urgent meeting; no calendar event exists.

Quick Response:

  1. Start the web meeting and share the URL with the client.
  2. Navigate to the Meetings page.
  3. Click Send Notetaker.
  4. Paste the meeting's URL.
  5. Enter the client's name as the meeting title.
  6. Select the related Entity.
  7. Click Send, and the bot will join within 2 minutes.
  8. The rest of the meeting will then be documented.

Scenario 3: Internal Team Meeting Documentation

Situation: An Operations team meeting requires documentation for internal process improvement.

Workflow:

  1. The meeting displays Notetaker Disabled (an external meeting default).
  2. The team lead toggles Notetaker Enabled to ON.
  3. This setting persists, so future meetings will keep transcription enabled.
  4. The bot joins the meeting and records the full discussion.
  5. After the meeting, the transcript can be used for process documentation.

Scenario 4: Phone Call Processing

Situation: You have a vital client discussion via your phone (no video conference).

Solution:

  1. Record a call on a mobile device with the client's permission.
  2. After the call, transfer the recording (usually in .m4a format) to your computer.
  3. Navigate to the Meetings menu and click Upload Meeting.
  4. Upload the phone recording.
  5. Enter call start/end times.
  6. Select the related Entity.
  7. Click Upload.
  8. A transcript and a summary will then be generated from the recorded phone audio.

Best Practices

Meeting Preparation

  • Review Upcoming Meetings: Check your Meetings timeline each morning to confirm which meetings will be recorded.
  • Test Before Client Use: Test Notetaker with internal meetings before using it with clients.
  • Prepare Clients: Develop a standard opening statement to inform clients about AI note-taking.
  • Enable for Important Internal Meetings: Don't limit recording to only external meetings. Enable it for strategy sessions and process discussions where documentation adds value.
  • Prepare Notes in Advance: Create pre-meeting notes with context, and insert the Meeting Summary placeholder to populate it automatically.
  • Ensure Meeting Links Are Present: Ensure meeting links are in Outlook calendar invitations so Notetaker can join automatically.
  • Verify Contact Email Addresses: Ensure client email addresses in Sentir match their calendar emails for proper meeting association.
  • Have Advisors Send Meeting Invites: To ensure accurate external/internal classification, advisors should send calendar invites to clients rather than waiting for clients to organize the meeting. If a client or other party outside of your firm organizes a meeting but doesn't have a Contact record in Sentir, the system cannot identify them as an external participant and may classify the meeting as internal, which disables Notetaker if it's configured not to join internal meetings. If clients regularly send invites, ensure their email addresses are set up as Contact records in Sentir so they can be correctly identified. Note that if your organization uses Microsoft 365 Email Sync, adding an external email address to a Contact record will cause all emails from that address to sync into Sentir.

During Meetings

  • Focus on the Conversation: Let the AI handle note-taking so you can be fully present with clients.
  • Monitor Status: Keep an eye on the recording indicator to ensure documentation is working correctly. Check that the Notetaker bot has joined successfully at the beginning of each call.

For High-Quality Documentation

  • Speak clearly and avoid talking over each other when possible.
  • Use clients' names naturally in conversation to help identify participants.
  • Verbally summarize key decisions and action items before ending the meeting.
  • Reference specific dates, amounts, and details explicitly rather than saying "that" or "it".
  • Record follow-up meetings even if brief. Every interaction provides valuable context.

After Meetings and Follow-Through

  • Review Summaries Promptly: Check AI-generated summaries within 24 hours while details are fresh.
  • Add Personal Context: Edit meeting summaries within Notes to add your observations, client reactions, or important nuances the AI may have missed.
  • Process Follow-Up Items Quickly: Review and accept or reject Follow-Up Assistant suggestions the same day to maintain momentum.
  • Search Transcripts: Use the transcript search to quickly find specific discussions or commitments.
  • Check Sentiment Signals: Review the sentiment badge on completed meetings to catch potential relationship concerns before your next interaction. The Negative Meeting Sentiment report in the Notetaker Reports folder surfaces exception cases at a glance.
  • Share Selectively: Share relevant summary sections with clients when appropriate to confirm understanding (after removing any internal discussions).
  • Prepare With Summaries: Use meeting summaries as preparation for the next client interaction.

Privacy and Compliance

  • Respect Client Preferences: If a client objects to recording, immediately remove the bot and make manual notes.
  • Know Your Regulations: Understand recording consent laws in your jurisdiction. Some require all-party consent.
  • Use Pausing Strategically: Pause when discussing highly personal information, even if the client hasn't explicitly requested it.
  • Secure Sharing: Limit access to the transcript and summary to team members with legitimate business needs.

Maximizing Value

  • Build a Meeting Documentation System: Create consistent Note templates that combine preparation, AI summary, and follow-up.
  • Train on Transcripts: Use meeting transcripts to identify coaching opportunities for team members.
  • Analyze Patterns: Review summaries across multiple client meetings to identify recurring themes or concerns.
  • Improve Meeting Quality: Use recordings to assess your own meeting facilitation and communication effectiveness.
  • Use Topic Filters: Use the Topics filter on the Meetings page to quickly pull up all meetings of a specific type. This is useful when preparing for client reviews or identifying the most common conversation types across your book of business.
  • Use the Features Together: Add meeting summaries to Notes when preparing follow-ups, accept relevant follow-up suggestions so tasks are created, and build a practice of reviewing summaries and suggestions together as part of the post-meeting routine.

Troubleshooting

Common Issues

Issue: The Bot Didn't Join My Meeting

Possible Causes:

  • The meeting doesn't have a valid meeting URL.
  • Your calendar wasn't properly authenticated.
  • The meeting was classified as internal (check the attendees).
  • Notetaker was manually disabled for this meeting.

Solution: Use the Send Notetaker button to deploy the bot with the meeting URL manually.

Issue: The Summary Isn't Appearing

Steps to Solve:

  • Wait at least 10 minutes after the meeting ends for processing to complete.
  • Verify the bot successfully recorded (status should show Summary Ready).
  • Refresh the page to see if there is any updated content.
  • Check if there are any error messages in the meeting details.

Issue: Notetaker Status Shows Processing Failed

Possible Cause: The Notetaker run failed during processing, typically due to a temporary issue.

Solution: When a meeting's Notetaker status shows Processing Failed, a Retry button appears alongside the meeting's Key Details, on both the Event record and the meeting detail page. Administrators can resubmit the meeting for processing by doing the following:

  1. Open the meeting from the Event record or the Meetings page.
  2. In the Key Details section, click Retry.
  3. Confirm the retry when prompted.

The meeting is then queued for the next scheduled sync run. The retry starts in the background and can take up to ten minutes to begin.

Please note: The Retry button is visible only to System Administrator users. If you don't have access, contact your System Administrator to retry the meeting on your behalf. Retrying resolves temporary service failures; if the run fails for an underlying reason, the meeting may show Processing Failed again after the retry completes.

Issue: A Meeting is Not Syncing from My Calendar

Steps to Solve:

  1. Re-authenticate your Outlook calendar.
  2. Wait 10 minutes for the next automatic sync.
  3. Verify the meeting has a valid video conference link.
  4. Check that you're listed as an attendee or organizer.

Please note: All-day events will not sync across to the Meetings page.

Issue: I Moved a Meeting Up, and the Notetaker Bot Did Not Join

Possible Cause: The new start time occurred before the next scheduled calendar sync.

Solution: When you move a meeting forward, there must be a 15-minute gap between when you update the calendar and the event start time. Otherwise, the Notetaker bot won't join, and you'll need to deploy it manually by clicking the Send Notetaker button and providing the meeting URL.

Please note: The 15-minute lead time allows 10 minutes for the scheduled job to run and a 5-minute buffer for the bot to join the newly scheduled meeting.

Issue: Calendar events are appearing in the wrong user's Meeting Digest.

Possible Cause: A calendar connection was removed without properly clearing the Recall Calendar ID, causing the system to reuse the Calendar ID when a different user authenticated.

Solution: Contact your System Administrator to disconnect and reconnect the affected calendar connections using the Manage Calendars tab in Notetaker settings. This ensures each user has a unique Calendar ID and prevents calendar events from syncing to the wrong user.

Issue: Notetaker Is Disabled for a Meeting with External Attendees

Possible Cause: The meeting organizer's email address cannot be matched to a User or Contact record in Sentir. When Sentir creates an Event record, it identifies the meeting owner by matching the organizer's email to an existing User or Contact record. If no match is found, the system cannot assign an external organizer, so the meeting treats the internal attendee(s) as the only known participant(s), resulting in the meeting being classified as internal. When your organization's Notetaker setting is set to External, Notetaker is disabled.

For example, if a client (client@external.com) sends the calendar invite to an advisor (advisor@yourfirm.com), but client@external.com has no Contact record in Sentir, the system cannot recognize them as an external participant. The system does not register any external attendees, so the meeting is classified as internal.

Solutions:

  • Have the advisor send the invite. As a general rule, advisors should send calendar invites to clients rather than the other way around. This keeps a known Sentir user as the organizer and ensures external attendees are correctly identified.
  • Create a Contact record for the external organizer. If clients or other parties outside your organization regularly send meeting invites, ensure their email addresses have corresponding Contact records in Sentir. This allows the system to match them and correctly classify the meeting as external.

Please note: If you add an external email address to a Contact record and your organization uses Microsoft 365 Email Sync, all emails associated with that address will sync into Sentir. Consider this before creating Contact records for external participants.

Tips and Tricks

  • External vs Internal Classification: If the system incorrectly classifies a meeting as internal, there are two common causes: an external attendee exists as a Sentir user in your organization, or the meeting organizer's email cannot be matched to any User or Contact record in Sentir (which prevents the system from recognizing them as an external participant). As a best practice, advisors should send meeting invites to clients; this keeps a known Sentir user as the organizer and ensures accurate classification. You can always manually toggle Notetaker on or off before the meeting, regardless of how the meeting is classified.
  • Transcript Search: When reviewing long meetings, use the transcript search function to jump directly to discussions about specific topics, clients, or products.
  • Note Templates: Create reusable Note templates with sections for agenda, meeting summary placeholder, decisions, and next steps. This ensures consistent documentation across all meetings.
  • Follow-Up Efficiency: Don't feel obligated to accept every suggestion from the Follow-Up Assistant. It's designed to be comprehensive, but you know your workflow best. Focus on the action items that genuinely add value.
  • Upload Old Recordings: If you have important recorded calls from before Notetaker was enabled, you can upload them using the Upload Meeting feature to get transcripts and summaries added to your meeting history.
  • Copy Summary Shortcut: Use the Copy Summary button in the meeting summary header to quickly paste a summary into follow-up emails or other documentation without manually selecting text.
  • Sentiment as a Check-In Prompt: If a meeting comes back with a negative sentiment, use it as a prompt to reach out to the client before your next scheduled meeting. A brief check-in can go a long way toward rebuilding confidence.
0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.

Articles in this section