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# Meetings

An expert can join a video meeting as a participant. It shows up with its own name and picture, listens, answers when it can help, and uses the meeting chat. When the meeting ends, it writes a summary and emails it to your team.

## Send an expert to a meeting

![The Send to a meeting dialog with a meeting link field, Participant and Listener, and a brief](/_fern-files/_img/8dbc4c36e14bdbd093a9ec65d1fcba0e3b0941f578a518036c08f5e586963b0b.webp)![The Send to a meeting dialog with a meeting link field, Participant and Listener, and a brief](/_fern-files/_img/aaaa48107cc6358737a4957be2021b73e76532cdb3c81e37503419ee8785c83b.webp)

#### Open the Send dialog

Select **Send to meeting** on **Conversations**, **Calendar** or an expert's page, or use **Send an expert to a meeting** in the top bar.

#### Paste the link

Paste the meeting link into **Meeting link**. You can paste the whole invite: Rydhm keeps only the join link and says which platform it found, for example "Found the Zoom link in what you pasted".

#### Pick the expert and how it takes part

Choose the **Expert**, then **Participant** (it listens and talks back) or **Listener** (it stays silent and takes the transcript).

#### Add a brief (optional)

Under **Brief**, write the goal of the meeting, who will be there and what a good outcome looks like. The expert reads it before joining. Up to 4,000 characters.

#### Send

Select **Send** (the button shows the expert's name). The expert joins in about a minute. If the meeting has a waiting room, admit it like any guest.

The meeting page shows its status: **Joining…**, **Live**, **Completed** or **Failed**. To take the expert out, select **Remove from call**. The dialog always sends the expert now; there's no option to schedule it.

## Set how the expert behaves in meetings

![The Meetings tab: how the expert says it is an AI, and how it takes part](/_fern-files/_img/409b0cfb21c577acd355f2b45199add4cd9a7572387bbff54cced45bec529357.webp)![The Meetings tab: how the expert says it is an AI, and how it takes part](/_fern-files/_img/156bf13df1a3d76eba11eec15603c0242cd7140ba386ea3b3ea12ad7258a30dc.webp)

Admins set this per expert on the expert's **Meetings** tab, then select **Save meeting settings**.

**Says it's an AI.** The expert always tells people it's an AI when it joins. You can't turn this off, only choose how: **Say it and post it** (the default), **Say it out loud**, or **Post it in the chat**. It says: "Hi, I'm (expert), an AI assistant from (workspace). I'm here to help and this conversation is transcribed."

**How it takes part** (in Participant meetings):

| Option                               | What it does                                                                                      |
| ------------------------------------ | ------------------------------------------------------------------------------------------------- |
| **Joins the conversation** (default) | Listens, and answers out loud when someone asks it something or it can help                       |
| **Speaks when called**               | Stays quiet until someone says its **Wake word** (default: the expert's first name), then answers |
| **Chat only**                        | Never speaks. Answers in the meeting chat and takes the transcript                                |

> **Warning**
>
> In **Listener** mode the expert stays silent and doesn't announce itself. Tell the people in the meeting that it is there and recording.

**Remembers earlier meetings.** With **Use earlier meetings** on (the default), the expert reads up to 3 earlier meeting summaries before joining. It only uses meetings from your workspace, with the same expert, from the last 180 days, that share the join link or at least one person on the calendar invite. The meeting page shows what it was given under **What (expert) remembered**.

## The meeting chat

In Participant meetings the expert reads and writes the meeting chat:

* Questions typed in the chat get an answer, out loud or (in **Chat only** mode) typed. It posts links, spellings and short lists there too.
* **Email the summary**: someone types an email address in the chat and asks for the summary. The expert confirms, and the address gets it when the meeting ends. Only **typed** addresses count, never spoken ones. Up to 10 per meeting.
* **Send it to everyone** emails everyone on the calendar invite and asks people with no known address to type theirs.

## Summaries and the Meeting Brief PDF

When the meeting ends, Rydhm writes a summary from the full transcript: an overview, **Key points**, **Decisions**, **Action items** and **Topics**. Very short meetings get no summary.

The meeting page has two tabs:

* **Summary**: with **Copy**, **Brief PDF** and **Regenerate**. If there's no summary yet, select **Generate summary**.
* **Transcript**: with **Find in transcript…**, **Copy** and **Download** (Markdown). Typed chat lines appear here too.

**Brief PDF** downloads the Meeting Brief: an executive summary, requirement analysis, approach and proposed solution, action items and decisions, and the full transcript as an appendix.

Select **Ask (expert)** on the meeting page to chat with the expert about the meeting.

## The summary email

After the first summary is written, Rydhm emails it once, with the Meeting Brief PDF attached. Selecting **Regenerate** doesn't send it again.

* **Your team gets it**: the person who sent the expert, members whose name matches someone in the call, and invitees on your team's own email domains. Replies go to the person who sent the expert.
* **Guests get it only if they asked**: they typed their address in the meeting chat, or someone asked for "everyone" and they were on the calendar invite. A guest's copy has no app link and no internal analysis. Guests are never emailed because of something said out loud.

On the **Summary** tab you can see who it went to, or select **Email summary** or **Send again**.

## The Calendar

Connect your calendar in **Settings → Integrations**: **Google Calendar** or **Outlook Calendar**. Each person connects their own. You sign in through Composio, Rydhm's connection partner, so Google or Microsoft asks you to allow **Composio**; Composio keeps the connection, and Rydhm never sees your password. Then open **Calendar** to see what's coming up, by **Day**, **Week** or **Month**.

To bring an expert to an event, open it, pick one under **Add an expert**, choose **Participant** or **Listener**, and select **Add** (with the expert's name).

> **Warning**
>
> Adding an expert to an event sends it to the meeting link **right away**. It doesn't wait for the start time. Add it when the meeting is about to start.

Experts don't join meetings on their own. Someone has to send them.

## Visitors on your public page

Visitors to an expert's [public page](/channels/public-links) can select **Send to my meeting** when **Let visitors send it to meetings** is on in the expert's **Share** tab. These meetings use Participant mode with knowledge only, no brief and no workspace tools, up to 3 per visitor an hour and 50 per expert a day.

## Delete, costs and limits

* An admin, or the person who sent the expert, can delete a meeting that isn't live with **Delete meeting**. You can **Undo** for a few seconds; after 30 days it's gone for good. See [Conversations](/quality/conversations#delete-and-undo).
* Meetings cost \$0.13 a minute, from going live to the end. See [Billing](/workspace/billing).
* A workspace can send experts to up to 30 meetings a minute and 300 an hour.

## Related

* [Conversations](/quality/conversations)
* [Tools](/experts/tools)