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How to Schedule the AI Agent for Meetings

Schedule the AI agent in advance to ensure it joins your important meetings automatically.

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Scheduling Methods

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Method 1: Through Calendar Integration

The easiest way to schedule the agent is through your connected calendar.

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Automatic Scheduling

If auto-join is enabled:
  1. Create a meeting in your calendar (Google Calendar, Outlook, etc.)
  2. Add participants and meeting link
  3. The AI agent will automatically detect and join the meeting

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Manual Scheduling via Calendar

  1. Create a meeting in your calendar
  2. Add the AI agent as a participant:
    • Email: meeting-bot@yourdomain.ai
  3. Include the video call link in the description
  4. Save the meeting
The agent will receive the invitation and join at the scheduled time.

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Method 2: Through Dashboard

Schedule meetings directly from your dashboard:
  1. Navigate to “Meetings” in your dashboard
  2. Click “Schedule New Meeting”
  3. Fill in meeting details:
    • Meeting title
    • Date and time
    • Duration
    • Video call link
    • Participants (optional)
  4. Select AI agent preferences:
    • Recording options
    • Transcription language
    • Summary template
  5. Click “Schedule”

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Method 3: Bulk Scheduling

For recurring meetings or multiple meetings:
  1. Go to Settings → Bulk Actions
  2. Click “Bulk Schedule Agent”
  3. Choose scheduling method:
    • Import from calendar
    • Upload CSV file
    • Manual entry
  4. Review and confirm
  5. Click “Schedule All”

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Scheduling Options

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Basic Settings

Meeting Information:
  - Title: [Meeting Name]
  - Date & Time: [Schedule]
  - Duration: [Expected length]
  - Platform: Zoom/Meet/Teams
  - Meeting Link: [URL]

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Advanced Options

  • Enable/Disable Recording: Choose whether to record
  • Video Quality: HD, Standard, or Audio-only
  • Recording Storage: Cloud or local
  • Retention Period: 30/60/90 days or custom

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Recurring Meetings

Set up the agent for recurring meetings:

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Option 1: Calendar Sync

  1. Create recurring meeting in calendar
  2. Add AI agent as participant
  3. The agent joins all instances automatically

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Option 2: Dashboard Recurring Schedule

  1. Schedule meeting through dashboard
  2. Enable “Recurring Meeting”
  3. Set recurrence pattern:
    • Daily
    • Weekly (select days)
    • Monthly
    • Custom pattern
  4. Set end date or number of occurrences
  5. Save schedule

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Managing Scheduled Meetings

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View Scheduled Meetings

Access your scheduled meetings:
  1. Dashboard → Upcoming Meetings
  2. View list of all scheduled sessions
  3. Filter by date, type, or status

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Edit Scheduled Meeting

Modify meeting details:
  1. Click on scheduled meeting
  2. Select “Edit”
  3. Update details
  4. Save changes
Changes made less than 15 minutes before the meeting may not take effect.

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Cancel Scheduled Meeting

Remove the agent from a scheduled meeting:
  1. Navigate to the meeting in your dashboard
  2. Click “Cancel Agent Attendance”
  3. Confirm cancellation
The meeting will remain in your calendar, but the agent won’t join.

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Best Practices

Schedule in Advance

Schedule at least 30 minutes before the meeting for optimal setup

Verify Meeting Links

Double-check that video call links are correct and accessible

Set Preferences

Configure recording and transcription settings beforehand

Test First

Try a test meeting before important sessions

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Scheduling Limits

Scheduling limits depend on your subscription plan:
  • Free Trial: Up to 5 meetings per month
  • Basic: 25 meetings per month
  • Pro: 100 meetings per month
  • Enterprise: Unlimited
Check your current usage in Settings → Subscription

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Troubleshooting

Possible causes:
  • Meeting link was invalid or changed
  • Calendar integration was disconnected
  • Subscription limit reached
  • Meeting was too close to scheduling time
Solutions:
  • Verify meeting link is correct
  • Check calendar connection status
  • Review subscription limits
  • Schedule at least 30 minutes in advance
  • Refresh your dashboard
  • Check date filters are correctly set
  • Verify you’re logged into the correct account
  • Check if meetings were accidentally deleted
  • Ensure calendar sync is active
  • Check recurrence pattern is correctly set
  • Verify subscription supports recurring meetings
  • Re-save the recurring meeting schedule

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Next Steps

Join Call Guide

Alternative ways to get the agent into calls

Remove Agent

Learn how to remove the agent from meetings