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This comprehensive guide will walk you through setting up your first meeting with Optiverse, ensuring you get the most out of your AI meeting assistant from day one.

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Planning Your Meeting

Before diving into the technical setup, let’s plan your meeting for success:

Meeting Purpose

Define clear objectives
  • What decisions need to be made?
  • What outcomes are expected?
  • Who needs to be involved?

AI Optimization

Prepare for AI assistance
  • Have clear agenda items
  • Prepare key questions
  • Identify action item owners

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Meeting Types

Choose the right meeting type for your needs:
Best for:
  • Team standups and recurring meetings
  • Client presentations and sales calls
  • Board meetings and formal discussions
  • Interviews and performance reviews
Features:
  • Calendar integration
  • Advanced scheduling options
  • Automated reminders
  • Pre-meeting preparation tools

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Step-by-Step Setup

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1. Create Your Meeting

1

Access Meeting Creation

From your dashboard, click “New Meeting” or “Schedule Meeting”Create Meeting Interface
2

Basic Meeting Information

Fill in the essential details:
Meeting Title: [Descriptive name]
Description: [Brief overview of objectives]
Date & Time: [When the meeting will occur]
Duration: [Expected length]
Use descriptive titles that include the purpose - it helps AI generate better insights
3

Add Participants

Invite team members and stakeholders:
  • Internal participants: Select from your organization
  • External guests: Add email addresses
  • Optional attendees: Mark non-essential participants
  • Meeting roles: Assign facilitator, note-taker, decision-maker

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2. Configure AI Assistant Settings

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3. Integration Configuration

Connect your meeting to your workflow tools:

CRM Integration

For Sales Meetings
  • Link to existing deals/contacts
  • Auto-sync meeting notes
  • Update deal stages
  • Track follow-up activities

Project Management

For Team Meetings
  • Create tasks from action items
  • Update project status
  • Assign team members
  • Set due dates

Communication Tools

For Team Updates
  • Share summaries in Slack
  • Post updates to Teams
  • Email key stakeholders
  • Create knowledge base entries

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4. Advanced Meeting Settings

Meeting Security
  • Waiting room enabled
  • Password protection
  • Participant verification
  • Recording permissions
Data Privacy
  • Transcript encryption
  • Access control settings
  • Data retention policies
  • Compliance requirements

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Meeting Protocols

Set up standardized meeting protocols for consistency:

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Create Custom Protocol

1

Define Meeting Structure

1. Opening (5 min)
   - Welcome and introductions
   - Agenda review
   - Objective confirmation

2. Main Discussion (30 min)
   - Topic exploration
   - Decision making
   - Problem solving

3. Wrap-up (10 min)
   - Action item review
   - Next steps
   - Follow-up scheduling
2

Configure AI Behavior

During Opening
  • Capture participant introductions
  • Note agenda modifications
  • Track attendance
During Discussion
  • Monitor speaking time
  • Identify key decisions
  • Flag unresolved issues
During Wrap-up
  • Summarize action items
  • Confirm next meeting
  • Generate follow-up tasks
3

Set Quality Checks

Meeting Effectiveness
  • Ensure all agenda items covered
  • Verify decision clarity
  • Confirm action item ownership
  • Check participant engagement

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Pre-Meeting Preparation

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Agenda Planning

Best Practice: Share your agenda 24 hours before the meeting. This allows the AI to prepare better context and participants to come prepared.
Effective Agenda Structure: 
# Weekly Team Standup - [Date]

## Objectives
- Align on weekly priorities
- Address blockers
- Plan upcoming deliverables

## Agenda Items
1. **Round Robin Updates** (15 min)
   - Each team member shares progress
   - AI tracks individual contributions

2. **Blocker Discussion** (10 min)
   - Identify impediments
   - Assign resolution owners

3. **Priority Setting** (10 min)
   - Confirm weekly focus areas
   - Adjust timelines if needed

4. **Action Items** (5 min)
   - Review previous commitments
   - Set new deliverables

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Participant Preparation

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Testing Your Setup

Before your important meeting, test everything:
1

Run a Test Meeting

Create a 5-minute test meeting with yourself or a colleague
2

Verify AI Features

  • Check transcription accuracy
  • Test speaker identification
  • Confirm note-taking works
  • Validate integration connections
3

Review Output Quality

  • Examine generated summary
  • Check action item extraction
  • Verify integration sync
  • Test search functionality

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Common Setup Scenarios

Sales Call Setup

Key Configurations:
  • CRM integration enabled
  • Deal tracking active
  • Automated follow-up
  • Proposal generation
Recommended Protocol:
  • Discovery questions
  • Objection handling
  • Next steps confirmation

Team Standup Setup

Key Configurations:
  • Project management sync
  • Task assignment
  • Blocker identification
  • Progress tracking
Recommended Protocol:
  • Individual updates
  • Obstacle discussion
  • Priority alignment

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Troubleshooting Setup Issues

Common Solutions:
  • Verify OAuth permissions
  • Check API rate limits
  • Confirm account access levels
  • Try reconnecting integration
Diagnostic Steps:
  • Check microphone permissions
  • Verify internet connection
  • Confirm subscription level
  • Test with different browser
Resolution Steps:
  • Verify meeting links
  • Check calendar permissions
  • Confirm time zone settings
  • Test alternative join methods
Ready to Launch? Your meeting is now configured for success! The AI assistant will help capture every important detail and turn them into actionable insights.
Next Steps: