# CellCog Meetings Guide You can meet your AI employee. Two ways: **in its chat**, where a Meet button starts a meeting and the employee answers by voice within seconds, and **in Google Meet, Zoom or Microsoft Teams**, where you add its email to the invite and it attends the way a colleague does. Both are meetings: the same employee, the same voice, the same tile, listed together in the Meetings app. This guide covers both: what happens in a meeting in the chat, what it costs, what is stored, and then the full chapter on outside meetings (inviting, invite policy, recording, the Meetings app, voice and Never-say lines, host prerequisites). --- ## Meeting Your Employee in Its Chat Every AI employee's chat has a **Meet** button beside the dictation microphone, with the same meeting glyph as the Meetings app. Click it and: 1. Your browser asks for your microphone once 2. The button shows **Joining**, then **In a meeting** 3. In the sidebar, the Refer a Friend card at the bottom turns into the **meeting tile**: the employee's avatar (the same one as in your employee list, pulsing while it speaks), the meeting timer, a mute button and an **End** button. With the sidebar collapsed only the avatar shows; click it for the timer, mute and End. On a phone the same tile sits in the top bar. The tile stays with you as you move between chats and employees. Nothing else appears in the chat: the transcript is kept in the meeting's record, not on screen 4. You talk. The employee listens and speaks in its own voice, the same voice it uses in meetings The employee's voice starts on its **standing briefing**: what the platform knows about it (its name, title, company, coworkers and your Never-say lines) plus the briefing the employee keeps for itself (its positions, what it is working on, the questions it expects). The tile reads "on briefing" for the first moments; the employee itself is woken the instant the meeting starts, and when its judgment is with you the tile changes to "judgment with you". From then on, anything that needs a decision, a commitment or its memory goes to the employee's own judgment while the conversation continues, exactly as in a meeting. **You can type while you talk.** A message you type during a meeting in the chat is sent and answered exactly as it always is; the voice is aware that you typed and what you said. **Mute** (on the tile) silences your microphone locally; the employee keeps talking. **Ending**: click **End** on the tile, click the Meet button again (or hold it), or say goodbye and let the employee end the meeting. The button shows **Wrapping up**, and when the meeting has ended the tile turns back into the Refer a Friend card. A meeting also ends on its own after 60 minutes, after 5 minutes with nothing said on either side, or 90 seconds after you close the last tab it was open in. **Reloading or moving to another page does not end a meeting.** Come back and the tile is there; your browser reconnects the audio on its own, or shows a **Rejoin** button when it needs a tap first. A second tab shows the same tile, with the audio staying in the tab that had it. **One meeting at a time.** You are in one meeting on CellCog at a time, whichever chat or employee it is with: End it before starting another. An employee, too, holds one live conversation at a time, whether in its chat, in a Google Meet, Zoom or Microsoft Teams meeting, or on a call; if it is busy elsewhere, the Meet button tells you where. **Team access.** A teammate you have given access to an employee can meet it from its chat exactly as you do. Their meeting counts against their own one-at-a-time limit, not yours, and the employee holds the conversation the way it holds yours. The credits are yours, as with everything an employee does for your team members, and your Meetings app names who started each meeting. Some things the employee never does on its own, in a conversation as in a meeting: it does not commit your company to dates, prices, scope or promises, and it does not send, schedule or change anything on the strength of the voice alone. Anything binding comes from its judgment and your approvals, never from the voice. ### What a Meeting in the Chat Costs A meeting in the chat costs what it used, the seconds of voice time and the quick-answer model's work, plus the employee's own thinking, like any meeting. The chat's credits header moves within seconds of the end, and the conversation's record in the Meetings app shows the exact amount charged. See the [Billing Guide](./CellCog_Billing_Guide.md), "What Work Costs". ### What Is Stored - **The transcript**, in the meeting's record in the employee's Meetings app (the spoken lines are not shown in the chat) - **A record of the conversation** in the employee's Meetings app: when it started and ended, how long the first thought-through answer took, and how old the employee's standing briefing was - Meetings in the chat are not recorded; the audio is not kept Records are kept with the employee and are deleted when the employee is deleted. ### The Employee's Standing Briefing Before you ever click Meet, the employee keeps a briefing for exactly that moment: the positions it may state, what it is working on, the questions it expects and their answers. It refreshes this briefing when its work changes, so the first seconds of a conversation sound like the employee you know. The conversation's record shows how old the briefing was; an older briefing never delays a conversation. --- ## Meetings Your AI employee can attend Google Meet, Zoom and Microsoft Teams meetings the way a colleague does: you add its email to the calendar invite, it accepts, shows up on time under its own name, listens to everyone, answers what it is authorized to answer, and writes the notes afterwards. The rest of this guide covers what it does in a call, how to invite it, the settings you control, what is stored, and the Meetings app on its computer. ### What Your Employee Does in a Meeting Your employee joins with its camera off and a small tile that shows its name, your company and whether it is listening or speaking. In the call it: - **Joins quietly** and reads the room: it greets back when greeted, introduces itself when asked (one sentence, as your AI employee), and opens the meeting only when it organized it - **Listens to the whole room**, knowing who is present and who is speaking - **Takes notes** and files the decisions and action items after the call - **Answers when addressed**: questions about your company, its work and the meeting's topic, within what it is authorized to say; it checks its own notes in about a second and thinks a harder question through while the conversation continues - **Stops when interrupted** and picks up when the floor is free again - **Asks its own clarifying questions** when it needs them - **Says goodbye and leaves** when asked, or when the meeting wraps up; if everyone else has left, it leaves too Some things it never does on its own. It does not commit your company to dates, prices, scope or promises, and it does not send, schedule or change anything during the call. When a question needs one of those, it says in its own words that it is looking into it and will come back, lets the conversation continue, and either brings the answer in at the next natural gap or follows up after the call. This is the same rule it follows in email: anything binding comes from a decision you or its brief already made, never from the voice in the room. ### How It Behaves in the Room Your employee joins as **{Name} (AI, {Company})**; the name tag says it is an AI, and asked directly it says so plainly. It does not recite an introduction. It comes in quietly, answers a greeting, introduces itself when someone asks, and, when it organized the meeting, opens it, keeps it moving and closes with the decisions. When recording is on, it says so within the first minute. Your **Never say** lines still govern what it says, whatever it is asked and whatever its notes hold. **In a group, it takes part the way a colleague does.** It joins as a participant, hears everyone in the call and takes notes for you. What you say in the room sets its role there: "just take notes today" or "we'll bring you in when we need you" reaches it as part of the conversation, the same way it reaches everyone else in the call. There is nothing to click. ### Inviting Your Employee Every employee has its own email address (shown in its settings and on the Meetings app's empty state). Add that address to a calendar invite in Google Calendar, Zoom or Outlook, as you would for a colleague. Your employee: 1. Receives the invite in its inbox 2. Decides whether to attend (see Who it joins, below) and accepts or declines the invite, so the organizer's calendar shows the answer 3. Prepares before the meeting: who is coming, the history with each attendee, the goal, what it may say and what it must defer 4. Joins one minute before the start time and waits to be admitted if the meeting has a waiting room You can also ask it in chat ("join the Acme call at 3, here is the link") and it schedules itself the same way. Before it joins, your employee edits a **prepared draft**. The platform fills in what it already knows (the meeting id, the times in your timezone, the organizer and attendees, the invite text, the employee's own role and settings); the employee adds its judgment: what this room may hear, the questions it expects, and what to defer to you. You can read the result in the Meetings app before the join and whisper a correction. ### Who it joins Your employee joins meetings you, your organization or people it has emailed with invite it to. For anyone else it decides the way a colleague would: who the person is, whether you or a teammate mentioned them, what the meeting is about, and whether you are attending. A stranger's invite that you are not part of is normally declined, and the employee mentions notable declines in its report so you can correct it. There is no approval to grant and no policy to configure; you can always ask it in chat to join or skip a meeting. Every employee attends meetings by default; switch it off in the **Settings app on its computer, under Meetings**, and it then declines invites politely. ### Recording Recording is **off by default**. With recording off, your employee keeps a transcript and its notes and nothing else. Our meeting provider, which joins the call for the employee, captures the audio and passes it to a speech-to-text service that writes the transcript and may keep the audio and transcript under its own terms; the meeting provider deletes its copy when the meeting ends. You can turn recording on per employee (**Record meetings** in its settings). When recording is on, the employee announces it at the start of the meeting; shortly after the call the recording is saved in its workspace next to the transcript, and our meeting provider deletes its copy. Recording laws differ by region; the announcement is there so every participant hears it. ### What Is Stored for a Meeting - **A transcript** of the meeting with speaker names, kept with the meeting record, in the languages people speak (meetings that mix languages included) - **Notes, decisions and action items** the employee writes after the call, in its workspace and on its task board - **The preparation** it wrote for itself before the meeting (who is coming, the goal, what it may say), readable in the Meetings app - **A recording**, only when recording is on Meeting records and transcripts are kept with the employee and are deleted when the employee is deleted. The voice service the employee speaks through stores nothing for us; it may keep the conversation for up to 30 days to monitor for abuse. ### The Meetings App Each employee's computer has a **Meetings** app (the Employee Computer, in the chat header) with three tabs: - **Upcoming**: accepted invites with the time in your timezone, the platform, the organizer, the attendee count and whether recording is on. **Decline** asks the employee to decline an invite it already accepted - **Live**: while a meeting is in progress, who is in the room and who is speaking, the transcript as it lands, and three controls: **Whisper** sends your employee a brief mid-call (it reads it and adjusts, for example "do not quote a price"), **Mute** stops it from hearing the room until you unmute, **End** makes it say goodbye and leave. A live conversation from the chat lists here too, marked "In the chat", with **Live** and **Wrapping up** as its states - **Past**: the transcript, the preparation it wrote, the cost of the meeting and the recording when one exists; a past live conversation shows when it ran, how long the first thought-through answer took and how old the employee's briefing was Whisper works before the meeting too: a brief sent from the Upcoming tab reaches the employee when it prepares. ### Voice and Never-Say Lines Your employee speaks with one of a set of natural voices, the same voice in the chat and in meetings. It chooses its own when it names itself during onboarding: it declares whether it presents as female or male and picks a voice to match. You can change the voice any time under **Voice** in the Settings app on its computer, where the voices are grouped the way their maker labels them (feminine, masculine, and a few unlabeled). The voice is fixed for the length of a conversation. **Never say** is a short list of lines the employee keeps out of every conversation and meeting, whatever it is asked: pricing beyond your public page, other customers' names, unannounced work. It applies these on top of its own judgment about what is public. ### Host Prerequisites - **Google Meet**: the employee joins as a guest and asks to join. If the meeting is set to admit only invitees, the host needs to admit it from the waiting room; it waits a few minutes and then leaves politely if nobody lets it in - **Zoom**: the employee joins like a participant would. Meetings with a waiting room need the host to admit it. Meetings that require an authenticated Zoom account cannot be joined - **Microsoft Teams**: the employee joins as a guest and waits in the lobby until the organizer (or anyone allowed to admit guests) lets it in; it waits a few minutes and then leaves politely if nobody does. Meetings that admit only signed-in participants, webinars, town halls and Live Events are not supported yet If your employee could not join, the meeting shows as "Was not let in" or "Did not join" in the Past tab, and the employee lets you know. ### Cost of a Meeting Attending a meeting is metered from what it used: the meeting bot's time in the call, the seconds of voice time and the quick-answer model's work during the meeting, each at the vendor's own price with the usual credit conversion; the employee's own thinking bills the way it always does. See the [Billing Guide](./CellCog_Billing_Guide.md), "What Work Costs". The cost of each past meeting is shown on its record in the Meetings app in credits, the exact amount deducted from your balance for that meeting (it reads "Settling" for a few minutes after the call while the charge is recorded). --- ## Phone Calls Your employee can also hold its own phone number. A call to it is the same conversation as a meeting in the chat: the same voice, the same judgment behind it, one live conversation at a time. Calls are listed in the **Phone** app on the Employee Computer rather than in Meetings. See the [Phone Guide](./CellCog_Phone_Guide.md). --- ## Frequently Asked Questions ### Can I talk to my employee from my phone? Yes, two ways: from the chat in a mobile browser with the same Meet button, or by calling your employee's own phone number from your phone once it has one (see the [Phone Guide](./CellCog_Phone_Guide.md)). ### Can two people talk to the same employee at once? No. An employee holds one live conversation at a time, on any surface: its chat, a Google Meet, Zoom or Microsoft Teams meeting, or a call. You, too, are in one meeting on CellCog at a time. The Meet button says who is busy where. ### What happens if I reload the page during a meeting? Nothing you need to fix. The meeting tile comes back and the audio reconnects on its own, or with one tap on Rejoin. A meeting ends by itself 90 seconds after the last tab it was open in is closed. ### Does a meeting in the chat interrupt what the employee was doing? The employee attends to the conversation while it runs; everything else waiting for it (a task comment, an email, a routine) is picked up when the conversation ends. ### Can it join a meeting with its camera on? Not yet. Today it joins with a presence tile that shows its name and whether it is listening or speaking. ### Will it say something in the meeting I did not authorize? It answers within what it prepared and what its brief allows; anything about dates, prices, scope or actions goes back to you before it is said. You can read everything it said in the transcript, whisper a correction mid-call, or mute it. ### How do I tell it to just listen in a meeting? Say so in the meeting, the way you would to a colleague: "just take notes today" or "we'll call on you when we need you." Your words reach it as part of the conversation and set its role for that meeting. To stop it hearing the room altogether, use **Mute** in the Meetings app. ### What if the meeting runs long? It stays until the meeting wraps up or it is asked to leave; when everyone else has gone, it leaves too. ### Can it present a screen or share a document? Not yet. ### Can two of my employees attend the same meeting? Yes, if both are invited. Each joins under its own name. ### Does it accept invites from anyone? It joins meetings you, your organization or people it has emailed with invite it to, and uses its judgment for anyone else: who they are, whether anyone mentioned them, whether you are attending. A stranger's invite you are not part of is normally declined. Tell it in chat to join or skip any meeting. --- ## Related Guides - [Phone Guide](./CellCog_Phone_Guide.md) - [Contacts Guide](./CellCog_Contacts_Guide.md) - [AI Employees Guide](./CellCog_AI_Employees_Guide.md) - [Approvals & Safety Guide](./CellCog_Approvals_and_Safety_Guide.md) - [Task Board Guide](./CellCog_Task_Board_Guide.md) - [Billing Guide](./CellCog_Billing_Guide.md) --- Markdown alternate of https://cellcog.ai/support/meetings-guide (CellCog support guide, category: AI Employees). All guides for agents: https://cellcog.ai/support/llms.txt. Site index: https://cellcog.ai/llms.txt. Try CellCog free, no credit card needed: https://cellcog.ai/signup