Help CenterYour employee joins the call with its face and voice and answers questions when you address it. Afterwards, the conversation is saved in Insights.
Before you start
- An employee with the knowledge the meeting needs.
- A character (the face your employee shows) and the meeting link.
Steps
1. Open Meetings
Open Deploy → Meetings. The page has two tabs, Invite & sessions and Employee setup. A switch sets the kind of character your employee uses in the call:
- All: any of your characters, whether Basic, Hero, Advanced or Gemini Live.
- Hero: Hero characters only, with the Group meeting option for calls with several people.
Each option keeps its own meeting defaults and its own list of sessions.
2. Set the meeting defaults
Choose Employee setup and fill in:
- Display name in the call: the name other participants see, such as "Aivah, sales assistant".
- Employee, Model and Voice. The model is the AI that writes its replies.
- Character: the face it shows in the call. A Gemini Live character needs a Gemini Live model.
- Listen to meeting chat: turn this on to let people type questions to your employee in the meeting chat.
Choose Save meeting defaults.
Tip: in Library → Characters & backgrounds, open a Hero character's menu and choose Use for meetings. It opens Employee setup with that character chosen.
3. Send the invite
Switch to Invite & sessions and paste the Meeting URL. For example, https://meet.google.com/abc-defg-hij, or a Microsoft Teams, Zoom or Webex meeting link. Add a Display name if this meeting needs a different one.
With Hero, turn on Group meeting. Your employee then replies when addressed and steps in only when the discussion needs help. Choose Send invite.
4. Admit your employee
Your employee joins as a guest under its display name. If the meeting has a waiting room or lobby, the host admits it like any other guest. Under Sessions, the invite shows Joining, then In meeting.
5. Work with it in the meeting
Address your employee by name to ask a question. Or type in the meeting chat, if you turned that on. It answers out loud from its knowledge and instructions.
6. Wrap up and review
When the meeting ends, the invite shows Ended. Read the conversation in Insights → Chat history. Use Remove invite to tidy the list. Removing an invite keeps the saved conversation. It doesn't take your employee out of a meeting in progress either.
Good to know
Tell everyone in the meeting that an AI employee is taking part. Follow your organization's rules for recording and note-taking. Meetings use credits while your employee is in the call.
Troubleshooting
- Send invite is unavailable or the link is refused: check it's a full
https://meeting address copied from your calendar invite. Save Employee setup first. - The invite shows Not admitted yet: check the waiting room or lobby and admit your employee, or send a new invite. Some meetings only allow guests from your organization. Change that setting, or ask the host to.
- It joins but stays quiet: address it by name, and check Voice and Model in Employee setup.
- Aivah says the character can't join: with Hero, choose a Hero character. With All, a Gemini Live character also needs a Gemini Live model.
- It shows the wrong face: choose a different Character in Employee setup and save the defaults.
- You can't find a session: sessions are listed under the option they were sent with. Switch between All and Hero.
Next steps
Follow the meeting assistant recipe to make your employee a regular guest in your calls.