Once the Admin has configured settings, permissions and the basic setup, you can start using the modules immediately. This guide will walk you through essential user settings and show how to integrate the Coaching and AI modules into your daily routine, offering the following benefits:
Automatic AI Coach feedback
Manager can coach where it's necessary
AI-generated meeting summaries and follow-up emails
Automatic CRM sync
SOON: Automatic AI-based CRM field update
ℹ️ If you have any questions or issues, please get in touch with your tool admin first or reach out to our support team (support@demodesk.com).
Settings & Connections
This section covers settings, permissions, and tips for using the Coaching & AI modules with other conferencing tools like Microsoft Teams, Google Meet and Zoom.
Personal Recording Preferences
Personal Recording Preferences
Manage your personal preferences here.
Recording Preferences
Configure recording settings to manage which meetings are recorded and who can access them:
Record External Meetings: Toggle this to automatically record and import meetings with participants outside your organization. These will appear in your meetings dashboard.
Record Internal Meetings: Toggle this to automatically record and import meetings with only internal participants. These will also appear in your meetings dashboard.
Record Only Meetings Where You Are the Organizer: Toggle this to record only the meetings you organize.
ℹ️ Adjust access permissions for internal and external meetings under the "Internal Access" setting.
Meeting Recap Preferences
Streamline post-meeting follow-ups by setting Demodesk to automatically send a recording and meeting outline via email. Customise the recipients as follows:
All Participants: Send the recap to everyone who attended the meeting.
All Internal Participants: Send the recap only to you and your colleagues.
Only Me: Send the recap exclusively to your email.
ℹ️ It is always possible to add the Demodesk recording bot manually to a meeting or upload a recording.
Relevant Connections
Relevant Connections
Connect your calendar and CRM so that everything can be synchronized easily and seamlessly.
Access your Connection settings here.
CRM Connection
Demodesk seamlessly integrates with major CRM platforms like Salesforce, HubSpot, and Pipedrive, ensuring automatic updates to CRM records when meetings are scheduled. To connect your preferred CRM, navigate to the CRM settings and click "Connect." For detailed steps on each CRM, refer to the guides linked below:
ℹ️ If your team uses or has more than one CRM connected, please take a look at this article.
Application
In this section, we will guide you on how to apply the Coaching and AI modules in your daily working routine.
Access Recordings & Search Function
Access Recordings & Search Function
To access a recording follow these steps:
Navigate to the Recordings section on your dashboard.
Select the Watch button on the right hand side to access a recording.
Keyword Search
To find specific keywords or phrases within your meeting transcripts, use the search functionality available in your recordings dashboard.
ℹ️ You can also use the keyword search within recordings.
Give & Request Feedback (incl. AI Coach)
Give & Request Feedback (incl. AI Coach)
ℹ️ The Tool Admin can set up an automation for automatic feedback from the AI Coach, eliminating the need to give or request feedback manually.
If an automation is set up, the AI Coach automatically evaluates meetings based on the specified scorecard model and generates feedback reflecting performance in key areas.
Providing Personal Manual Feedback
To give personal manual feedback follow these steps:
Open the recording.
Click the button "Give feedback"
Select the appropriate scorecard you want to use
Select the team member you want to give feedback to
Go through the scorecard step by step, rate the performance with flames, and add your personal comments where necessary.
Click the button "Submit Feedback" when you're done
Manually requesting Feedback from the AI Coach
To save yourself the manual effort, it is possible to have the scorecard pre-filled by the AI Coach
Open the recording.
Click the button "Give feedback"
Select the appropriate scorecard you want to use
Select the team member you want to give feedback to
Click the button " Pre-fill feedback with AI Coach"
Wait for approx. 3 minutes
Check the answers of the AI Coach and make changes if necessary
Click the button "Submit Feedback" when you're done
ℹ️ The team member to whom the feedback is addressed will receive an email notification when the submit feedback button is clicked, or it is received automatically, depending on whether an automation of the AI Coach is implemented.
Make Comments & Share Moments
Make Comments & Share Moments
ℹ️ Contextual comments enable quick and effective coaching by allowing feedback within the conversation, and you can share a specific moment to direct attention to a precise point in time.
Share a moment from a recording by clicking on the three dots and click "Copy link to moment". This will generate a text with a link that you can share in other places, such as Slack. Every user that clicks on it will be redirected to that specific moment.
If you click "Comment" you will be redirected to the comment section so that you can add a comment for that specific moment. Include the specific timestamp if optionally.
ℹ️ Additional Information:
Users with access to recordings can leave comments (except those with viewer licenses).
Admins can delete all comments, while users can only delete their own.
Only users with a Coaching and AI license can view the respective modules in a recording; all others only have access to the recording itself.
Change AI Summary & Use AI Chat
Change AI Summary & Use AI Chat
When the AI has provided the AI summary based on the rules and conditions stored in Demodesk by an admin, you still have the flexibility to change afterwards. The AI will re-analyze the recording using a different summary template or refers to your personal input (prompt) via the AI assistant chat.
ℹ️ Only the very first AI summary is synchronized to the connected CRM. The synced AI summary will never be deleted or overwritten if you request another summary via the AI chat functionality.
To change the AI summary, follow these steps:
Navigate to the recordings tab and open your desired recording
Click the button "AI Assistant"
Click the button "Summaries" OR add your specific question/prompt into the AI chat
Click "send" and wait until the AI re-analyzed the recording and provided a new AI summary, etc.
🚀 Pro tip: you can also have the AI create a template for a follow-up email.
Use AI Chat for Deeper Insights (optional)
Use AI Chat for Deeper Insights (optional)
You can also ask the AI questions based on the meeting conversation. This can be incredibly helpful for clarifying any points discussed or ensuring you have not missed any critical information.
Exemplary Use Cases:
Clarification of Discussion Points:
If you are unsure whether a specific topic was covered during the meeting, you can simply ask a question through our AI chat.
Example: "Was the marketing budget for Q3 discussed?". The AI will search through the transcript and provide you with the relevant sections where this topic was mentioned.
Drafting Follow-up Emails:
After a meeting, it's often necessary to send a follow-up email to summarize the discussion and outline the next steps. Our AI can help you draft this email by using the transcript of your meeting as a reference. You can either use our template or ask the question as follows:
Example: "Can you draft a follow-up email summarizing today's discussion about the new product launch?". The AI will generate a draft email, capturing the key points that were discussed.
Verification of Decisions and Actions:
It’s important to verify that decisions and action items are accurately captured during meetings. This ensures that you have a clear and accurate record of what was decided and what needs to be done moving forward.
Example: "What decisions were made regarding the project timeline?" or "What are the next steps we agreed on for the client proposal?"
Key Takeaways
Automated & Manual Feedback: Use AI Coach for automatic or manual feedback to enhance performance, customizable to specific needs.
AI-Generated Summaries: Customize and sync AI-generated meeting summaries to your CRM, with the first summary generated being synced.
Follow-Up Emails: Quickly generate follow-up emails based on meeting discussions, ensuring all key points are communicated efficiently.
Commenting & Sharing Moments: Add contextual comments and share specific moments within recordings to provide insights. Only users with a Coaching & AI license can access these modules.
Customizable AI Summaries: Admins can set up rules to tailor AI-generated summaries, ensuring relevance and insights.
Deep Insights with AI Chat: Utilize AI Chat for clarification, drafting emails, and verifying decisions, ensuring accurate communication of critical information.
FAQs
How do I ensure that the AI Coach feedback is aligned with my specific performance metrics?
How do I ensure that the AI Coach feedback is aligned with my specific performance metrics?
To align the AI Coach feedback with your specific performance metrics, customize the scorecards used by the AI Coach. You can choose or create scorecards that reflect the key performance indicators (KPIs) relevant to your role or team objectives. This customization ensures that the feedback is both relevant and actionable.
Can I customize the AI-generated summaries for my meetings?
Can I customize the AI-generated summaries for my meetings?
Yes, AI-generated summaries can be customized using a summary rule in Demodesk. This customization can be set up by an admin to ensure that the summaries meet your specific requirements.
How do I request feedback from the AI Coach?
How do I request feedback from the AI Coach?
To request feedback from the AI Coach, click on the Request Feedback from AI Coach button, select the appropriate scorecard, and receive actionable feedback within minutes. An admin can also set up automation to streamline this process.