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Coaching & AI: Admin Guide
Coaching & AI: Admin Guide

Follow this step-by-step guide to setup the Coaching & AI modules properly and ensure your team gets the maximum benefit.

Jaqueline Ferdinand avatar
Written by Jaqueline Ferdinand
Updated today

Demodesk's Coaching & AI (short: CI) offers smart automation, insightful analytics, and effective coaching to boost your teams performance. This guide helps you as an admin to set up the CI modules properly.

Core Benefits

Function

Benefits

Coaching Plus

  1. Custom Scorecards (read more)

  2. Structured, Personalized Coaching Feedback

AI Coach

  1. Real-time AI feedback

  2. Reduction of manual Coaching Measures

Transcription & AI Summaries

  1. Custom Summaries

  2. AI Assistant Chat

Insights & Analytics

  1. Actionable, Data-Driven Insights

  2. Deeper, More Effective Coaching

Demodesk Notetaker

  1. Records meetings across platforms (Google Meet, Teams, Zoom)

  2. Integrates data into a single dashboard

1. Settings & Permissions

Integration & Connections

ℹ️ Manage all you Integrations & Connections here.

Tip: keep track of your team's integration statuses here, read more here.

  1. Connect your Google Calendar / Office 365/Outlook Calendar

  2. Connect your CRM

  3. Connect your Dialer

ℹ️ Each user must complete the Calendar and CRM connection process individually.

Your Personal Preferences

ℹ️ Manage your Personal Preferences here.

Info: this is only about your own personal preferences. These have no effect on the settings of your company

Recordings & AI Settings

ℹ️ Manage your companies "Recording & AI" settings here.

Info: these settings affect every new invited Demodesk user and therefore your entire company. However, they do not overwrite the settings of an individual user.

Notetaker Functionality

  1. It searches for scheduled meetings in your calendar

  2. It imports meetings into the Demodesk meeting overview (here)

  3. It automatically joins both external and internal meetings (can be managed here)

  4. It distinguishes between internal and external meetings via the specified domain (here)

  5. If the Notetaker does not automatically join a meeting, it can always be added manually (more infos here).

  6. It can be fully customized to your specific requirements (here)

ℹ️ Lobby / Waiting Room Activation: configure the Notetaker to join the lobby or waiting room instead of entering meetings directly on Google Meet, Teams, and Zoom. This enhances privacy and control over recordings. Setup steps vary by platform (more infos here).

Dialer Integration

ℹ️ You can import dialer recordings into Demodesk using your preferred dialers via HubSpot or Salesforce. For more details, click here.


If you're using Aircall, please make sure to follow the additional steps outlined here.

2. Auto CRM Sync

Automatic Meeting Summary Sync

ℹ️ Customize AI-extracted insights by setting up custom summary prompts and automations.

Note: only the first AI-generated summary syncs to the CRM, so proper automation is key.

  1. Check all your currently available default and custom AI summary prompts here.

  2. Set up a suitable AI summary automation so that the correct summary is automatically created for all relevant meetings and synced into the CRM (here)

  3. Manage the default AI Summary connection (= system token), or set up a new one via a custom token here.

Automatic Deal Updates

ℹ️ Our CRM Concierge pulls data directly from your meetings and updates your CRM with zero setup.

  1. Set up the CRM Concierge here (Auto-fill CRM fields)

  2. Simply follow the process

  3. Read more details about our CRM Concierge here

Functionality:

  • Smart CRM Updates: AI suggests deal updates via email, applied only with your approval.

  • Easy Editing: Modify deals or fields as needed.

  • Auto Deal Creation: AI pre-fills new deals when none exist.

  • Clear Syncing: Tooltips explain deal selections; required fields stay pre-set.

3. Setup

Create Coaching Scorecards

ℹ️ Scorecards are the basis for the Coaching and the AI Coach!

You can manage and set up Scorecards here.

For more detailed instructions on using Scorecards refer to the article here.

Get automatic AI Coach Feedback

ℹ️ Manage and set up your AI Coach Automations here.

After a meeting, the AI Coach evaluates it with the matching scorecard model automatically. The host will receive an email with the feedback afterwards.

Refer to this guide for more detailed explanations.

Create AI Summary Prompts

Step-by-Step Guide:

  1. Think about which information should be automatically extracted from which meeting types and synchronised automatically to the CRM in the meeting notes

  2. Compose a prompt (= input to the AI) and implement it in Demodesk (here). Tip: you can use chat GPT, etc. to create a suitable prompt

  3. Test the custom AI summary on a recording and check the output

  4. Adjust the AI promp and revise it until the output is satisfactory

  5. Set up a suitable AI summary automation so that the summary is automatically created for all relevant meetings and synced into the CRM (here)

  6. Manage the default AI Summary connection (= system token), or set up a new one via a custom token here.

ℹ️ You can manage and set up your AI summaries here. For more detailed instructions on setting up and using AI summaries click here.

Get Automatic AI Meeting Summaries

ℹ️ Manage and set up your AI Summaries here.

Only the first AI-generated summary is automatically synced with your CRM, if connected.

Subsequent changes made through the AI Chat will not be synced.

Read more details in this guide.

4. Data & Insights

This overview is crucial for managers and leaders, providing a comprehensive view of team performance metrics and trends:

  • Track Performance: monitor sales strategy effectiveness and team productivity.

  • Identify Improvements: pinpoint areas for enhancement to boost efficiency

  • Make Data-Driven Decisions: utilize insights to inform strategies for better business outcomes.

ℹ️ Access the Demodesk Insights dashboard here and read more about Coaching Insights here.

5. Next Up: User Onboarding

After nailing down the essentials and setup, it's time to welcome aboard and brief your team. You can invite your Teammates here and you can directly forward them this User Guide.


Key Takeaways

  • Recording Permissions & Notetaker: Customize recording access and set up custom vocabulary for accurate AI transcriptions.

  • AI Automation, Summary & Transcripts: Automate AI summaries and transcripts to streamline meeting analysis.

  • Scorecards & AI Coach Activation: Create customized scorecards and activate the AI Coach for detailed feedback on sales interactions.

  • CRM Integrations & Sync: Sync with Salesforce, HubSpot, and Pipedrive to automatically update CRM records post-meetings, enhancing data accuracy.

  • Dashboard and Analytics: Utilize the dashboard for team metrics, conduct keyword searches for data analysis, and manage recordings for coaching decisions.

Related Articles
Coaching & AI: Administrative Grundlagen
Coaching & AI: User Guide
Coaching & AI: Benutzer Onboarding
Coaching & AI Insights Dashboard
Connecting Your CRM to Demodesk
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