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Find solutions to the most frequently encountered issues when using Optiverse. This comprehensive troubleshooting guide covers setup problems, integration issues, and performance optimization.

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Meeting Issues

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Meeting Assistant Not Joining

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Poor Transcription Quality

Audio Issues

Symptoms:
  • Incomplete or garbled transcription
  • Missing speaker identification
  • Incorrect words or phrases
Solutions:
  • Use high-quality microphones
  • Minimize background noise
  • Ensure stable internet connection
  • Speak clearly and at moderate pace

Setup Issues

Symptoms:
  • No transcription generated
  • Wrong language detected
  • Speaker names incorrect
Solutions:
  • Check microphone permissions
  • Verify language settings
  • Configure speaker profiles
  • Test audio before important meetings

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Action Items Not Detected

1

Check Language Patterns

Use Explicit Task Language
❌ "We should probably look into that"
✅ "John will research pricing options by Friday"

❌ "Maybe someone can handle this"
✅ "Sarah is assigned to update the documentation"
2

Verify AI Settings

Configuration Check
  • Ensure action item extraction is enabled
  • Check AI sensitivity settings
  • Verify meeting type is configured correctly
  • Review custom protocol settings
3

Manual Review

Post-Meeting Actions
  • Review AI suggestions and edit as needed
  • Add missed action items manually
  • Verify assignees and due dates
  • Provide feedback to improve AI learning

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Integration Problems

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CRM Integration Not Syncing

Common Problems:
  • Meeting notes not appearing in contacts
  • Deal stages not updating
  • Duplicate activities created
Solutions:
1. Check OAuth Connection
   - Go to Settings → Integrations → HubSpot
   - Verify "Connected" status
   - Reconnect if needed

2. Review Field Mapping
   - Ensure contact/deal fields are mapped correctly
   - Check for required field conflicts
   - Verify data format compatibility

3. Test Permissions
   - Confirm HubSpot user has necessary permissions
   - Check API rate limits
   - Verify account subscription level

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Slack Integration Problems

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Search & Data Issues

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Search Not Finding Results

Indexing Delay: New meeting content may take a few minutes to become searchable. Recent meetings might not appear immediately in search results.

Query Issues

Common Problems:
  • Too broad or vague queries
  • Incorrect search syntax
  • Typos in search terms
Solutions:
  • Use specific names and dates
  • Try different keywords
  • Use quotation marks for exact phrases
  • Check spelling and grammar

Permission Issues

Common Problems:
  • Results filtered by permissions
  • Private meeting access denied
  • Team boundaries restricting results
Solutions:
  • Verify meeting access permissions
  • Check team membership
  • Request access from meeting organizer
  • Review privacy settings

Data Issues

Common Problems:
  • Content not indexed
  • Corrupted meeting data
  • Missing transcription
Solutions:
  • Wait for indexing to complete
  • Check meeting processing status
  • Contact support for data recovery
  • Re-process meeting if needed

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Slow Search Performance

1

Check Query Complexity

Optimize Search Queries
❌ Slow: all meetings with anyone about anything
✅ Fast: meetings with John about project X last week

❌ Slow: search across all time without filters
✅ Fast: search within specific date range
2

Use Filters

Narrow Search Scope
  • Apply date range filters
  • Specify meeting types
  • Filter by participants
  • Use content type filters
3

Browser Optimization

Improve Client Performance
  • Clear browser cache
  • Disable unnecessary extensions
  • Use supported browsers
  • Ensure sufficient system memory

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Authentication & Access Issues

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Can’t Log In

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Permission Denied Errors

Meeting Access

Common Scenarios:
  • Can’t join private meetings
  • Missing meeting history
  • Limited feature access
Solutions:
  • Request access from meeting organizer
  • Check team membership
  • Verify subscription level
  • Review privacy settings

Integration Access

Common Scenarios:
  • Can’t connect external tools
  • Integration setup fails
  • Sync permissions denied
Solutions:
  • Check admin permissions
  • Verify OAuth scopes
  • Review organization policies
  • Contact system administrator

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Performance Issues

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Slow Loading Times

Symptoms:
  • Dashboard takes long to load
  • Widgets not appearing
  • Timeout errors
Solutions:
1. Browser Optimization
   - Update to latest browser version
   - Clear cache and cookies
   - Disable unnecessary extensions
   - Close unused tabs

2. Network Issues
   - Check internet connection speed
   - Try different network if possible
   - Use wired connection vs. WiFi
   - Contact IT about firewall/proxy issues

3. Account Optimization
   - Reduce number of dashboard widgets
   - Archive old meetings
   - Clean up saved searches
   - Optimize integration settings

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Mobile App Issues

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App Not Working

iOS Issues

Common Problems:
  • App crashes on startup
  • Features not working
  • Sync issues
Solutions:
  • Update to latest app version
  • Restart device
  • Check iOS version compatibility
  • Reinstall app if needed

Android Issues

Common Problems:
  • Permission errors
  • Background sync failing
  • Notification issues
Solutions:
  • Check app permissions
  • Disable battery optimization
  • Update Android OS
  • Clear app cache and data

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Sync Problems

1

Check Connection

Network Verification
  • Ensure stable internet connection
  • Try switching between WiFi and cellular
  • Check if other apps sync properly
  • Verify no VPN interference
2

Force Sync

Manual Refresh
  • Pull down on home screen to refresh
  • Log out and back in
  • Check sync status in settings
  • Wait for background sync to complete
3

Reset if Needed

Last Resort Options
  • Clear app cache (Android)
  • Reinstall app
  • Contact support for account reset
  • Verify data backup before resetting

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Data & Export Issues

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Missing Meeting Data

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Getting Additional Help

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Before Contacting Support

Information to Gather: Having the right information ready speeds up support resolution significantly.
Essential Information:
  • Meeting ID or URL where issue occurred
  • Exact error messages (screenshots helpful)
  • Browser/device information
  • Steps to reproduce the issue
  • Time and date when issue occurred

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Support Channels

Knowledge Base

Self-Service Resources
  • Comprehensive documentation
  • Video tutorials
  • FAQ sections
  • Community forums

Live Chat

Immediate Assistance
  • Available 24/7
  • Technical support specialists
  • Screen sharing capabilities
  • Real-time troubleshooting

Email Support

Detailed Issues
  • Complex technical problems
  • Account and billing issues
  • Feature requests
  • Bug reports with logs

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Escalation Process

1

Level 1 Support

Initial Contact
  • Basic troubleshooting
  • Account verification
  • Common issue resolution
  • Documentation assistance
2

Level 2 Support

Technical Specialists
  • Complex integration issues
  • Advanced feature problems
  • Performance optimization
  • Custom configuration help
3

Level 3 Support

Engineering Team
  • Product bugs and fixes
  • Feature development requests
  • System architecture issues
  • Security-related problems
Prevention is Better: Many issues can be prevented by following best practices, keeping software updated, and regular system maintenance. Check our Performance Optimization guide for proactive tips.
Related Resources: