Meetings
Your Digital Twin's meeting companion — prep faster, stay oriented during the call, and turn every conversation into structured follow-through.
Introduction
Meetings is your Digital Twin's meeting companion and recorder. It joins your scheduled calls, captures a speaker-diarized transcript, and turns every meeting into a searchable document with a summary and action items. You can also record ad-hoc, in-person conversations directly from the dashboard.
Once a meeting is captured, its summary and transcript are indexed into your Digital Twin — so you can ask questions about what was discussed weeks later and get grounded answers that cite the source.
Meetings is a premium offering. If you don't see the Meetings dashboard or the Record a meeting button, talk to your admin about getting it enabled for your workspace.
What You Get
- Walk into every meeting prepared. One-click prep pulls relevant context from your Digital Twin so you show up aligned on background, prior decisions, and open threads — without hunting through your calendar and docs.
- Stay oriented while the meeting is happening. A live transcript and in-meeting chat let you ask "what did I miss?" and get an immediate summary without interrupting the call.
- Turn every conversation into structured follow-through. Summaries, key topics, and action items are generated automatically, so nothing important falls off the list.
- Capture in-person conversations. Offline recording makes ad-hoc discussions just as searchable and shareable as any scheduled meeting.
The Meetings Dashboard
The Meetings dashboard is your single view of upcoming, ongoing, and past meetings. Once your calendar is connected, scheduled calls on Google Meet, Microsoft Teams, and Zoom appear here automatically.
From the dashboard you can:
- Toggle Invite Twin on any row to have your Twin join that specific meeting.
- Flip Auto join all meetings in the top-right to opt your Twin into every eligible meeting by default.
- Click Join Meeting to open the call directly.
- Click Record a meeting to start an instant recording for a conversation that isn't on your calendar.
- Click any meeting row to open its detail view.
Invite Twin vs. Auto join all meetings
| Control | Scope | When to use it |
|---|---|---|
| Invite Twin | Per-meeting | You want fine-grained control over which calls your Twin joins. |
| Auto join all meetings | Workspace-level default | You want your Twin in every eligible meeting by default. You can still disable it on individual meetings. |
Depending on the host's meeting settings — especially for calls hosted by another organization — your Twin may land in a lobby and need to be admitted. Anyone on the call can admit it. For meetings you host, admit it yourself, or ask the host to admit it if you're not there.
If you and a coworker both have Auto join all meetings turned on for the same meeting, only one Twin will join — whichever registers first. The meeting still shows up on both your dashboards, and every invited participant gets access to the resulting transcript and summary.
Before the Meeting: Prep in One Click
Click any upcoming meeting to open its detail view. Before the meeting starts, tap one of the quick prompts to brief yourself using context from your Digital Twin:
- Prepare for meeting — pulls relevant background, related emails, documents, and previous discussions.
- Brief me on attendees — surfaces context on who's in the room.
- What's on agenda — assembles the purpose and expected topics for the call.
The meeting companion also runs in a picture-in-picture window, so you can keep it open alongside the live call.
During the Meeting: Stay Oriented
While the meeting is running, the Twin captures a live transcript. Use the Chat tab in the meeting view to ask questions in the moment — "what did I miss?", "summarize the last five minutes", "what did Anu just commit to?" — without interrupting the call.
You can also select any text in the transcript and choose ask your twin! to dig into a specific moment.
After the Meeting: Summary, Transcript, and Q&A
When a meeting ends, open it to see a structured Summary with Key Topics and Action Items alongside the full transcript.
From here you can:
- Read the auto-generated summary, key topics, and action items.
- Switch to the Chat tab to ask follow-up questions about anything that was discussed.
- Select text in the transcript and choose ask your twin! to drill into a specific exchange.
Because meeting summaries and transcripts are indexed into your Digital Twin, you can also ask questions like what did we decide in last week's standup? or what were the action items from Friday's customer call? from anywhere in Viven, and get answers that cite the meeting. You can also find past meetings through Search — type a topic or person's name and relevant meetings surface alongside other results.
Recording Ad-Hoc Conversations
For conversations that aren't on your calendar — an in-person discussion, a hallway chat, a voice memo to yourself — start an instant recording.
- Click Record a meeting on the Meetings dashboard.
- Name the recording.
- Your Twin starts listening. You'll see a live timer, pause, stop, and discard controls, and a real-time transcript as the conversation unfolds.
While the recording is in progress, you can chat with your Twin in the same view. It can take notes, track action items, and answer questions based on what it has heard so far.
Sharing a recording
When you're ready to share, click Share to open the Collaborators dialog. Add specific teammates by name or email, and the transcript will be shared with them after the recording ends. Access updates are reflected in search shortly after sharing.
Getting Started
- Confirm Meetings is enabled. If you don't see the dashboard, ask your admin to enable it for your workspace.
- Connect your calendar. Scheduled meetings on Google Meet, Microsoft Teams, and Zoom will appear on the dashboard automatically once connected.
- Decide your default behavior. Use Invite Twin per meeting for fine-grained control, or turn on Auto join all meetings if you want your Twin in every eligible call by default.
- Try your first prep. Open any upcoming meeting and tap Prepare for meeting to see the experience end to end.
- Record your first offline conversation. Click Record a meeting on the dashboard — no calendar invite needed — and share the transcript with teammates when you're done.
Start by inviting your Twin to one recurring meeting this week (a team standup or a client check-in works well). You'll have a searchable, summarized record by the end of the first day.
Frequently Asked Questions
Meetings supports Google Meet, Microsoft Teams, and Zoom for bot-based joining and transcription. Offline recording works for any in-person or ad-hoc conversation, regardless of platform.
Invite Twin is a per-meeting decision — it controls whether your Twin joins that specific call. Auto join all meetings is a workspace-level default. When it's on, your Twin joins every eligible upcoming meeting automatically, and you can still disable it on individual meetings.
Your Twin still joins, captures the transcript, and produces a summary with key topics and action items. You can open the meeting later, read the summary, review the transcript, and ask follow-up questions in Chat — so you don't have to hunt someone down for a recap.
Offline recording is an instant, in-product recording for conversations that aren't on your calendar — an in-person discussion, a hallway chat, or a voice memo. Click Record a meeting on the Meetings dashboard, name the recording, and you'll see a live transcript, pause/resume/stop/discard controls, and a chat with your Twin while the recording is in progress.
Viven uses Recall AI as the transcription and bot-orchestration layer. In the Viven-managed Recall AI instance, Viven configures a zero data retention policy, so audio, video, transcripts, speaker labels, and meeting metadata are only held temporarily for processing and are auto-deleted after the meeting. Recall AI does not use your data to train models.
By default, every invited user has access to the transcript and summary of their meeting. For offline recordings, owners can explicitly share a recording with specific teammates or with the entire org through the Collaborators dialog.
By default, the detailed summary email — with highlights, key topics, and action items by owner — is sent to the Twin owner (the person whose Twin joined). You can change this in your Meetings settings to No one, Only me, All internal participants, or All participants. External recipients are filtered out unless explicitly enabled.
No. Only one Twin joins a given meeting — whichever one registers first wins, and the others are blocked. The meeting still appears in both of your Meetings dashboards (upcoming and past) as long as it's on your calendars, and any participant invited to the meeting gets access to the resulting transcript and summary.
Not always. Admission follows the meeting platform's own rules. If the meeting has a lobby or waiting room enabled — common for externally-hosted calls — your Twin will wait there until someone in the meeting admits it. Anyone on the call can admit it, not just the organizer. For meetings you host, you can admit your Twin yourself or ask the host to admit it if you're running late.
It depends on their persona access to your Twin.
- Standard persona (the default): your Twin will only ground answers in artifacts the requester already has access to. A teammate on standard persona cannot query your Twin about a meeting they weren't invited to.
- Full persona: your Twin can answer using everything you have access to, subject to your privacy rules. A teammate with full persona access can get context from your meetings even if they weren't on the invite.
This is the same persona model that governs the rest of your Twin's knowledge — meetings just plug into it.
Yes. Meeting summaries and transcripts are indexed into your Digital Twin, so you can ask questions like what did we decide in last week's standup? or what were the action items from Friday's customer call? and get grounded answers that cite the meeting.
The Twin joins as a visible bot participant. When it joins, it can post a short intro message so other participants understand what it does — which reduces confusion and helps drive adoption in multi-participant meetings.