Using the Meeting Bot

The Bot Manager

The Bot Manager is the control center for monitoring and managing the schedule of Salescaling's AI assistant. While the organization's general rules decide which meetings the bot will join by default, the Bot Manager gives the user final control, allowing manual adjustments for specific meetings.

Its main goal is to give you flexibility and full control over your privacy and which conversations are recorded.

Key Features:

1. Review the Bot's Schedule

The main screen acts like a calendar, showing in the Upcoming tab all future meetings the bot is scheduled to join. This provides full visibility and allows you to anticipate which conversations will be analyzed. In the Past tab you can view the history of meetings it has already attended.

2. Manage Attendance Meeting by Meeting (Manual Control)

This is the most important function of the Bot Manager. For each upcoming meeting, a toggle switch is displayed (ON/OFF).

• This control is especially useful for personal meetings, interviews, or any conversation that should not be recorded. By turning off the switch, the bot will not attempt to join that specific meeting. This action is a manual veto that provides granular control without needing to contact an administrator to change the general rules.

3. Audit Changes (Activity Log)

Through the three-dot menu (...) at the end of each meeting row, you can access the Activity Log (Activity Record).

• This window shows a detailed history of the bot's states for that meeting, offering full transparency. If there is a question about why a bot did not join a call, the Activity Log will indicate whether it was turned off manually or if another event occurred.

  

  Below is the meaning of each state that may appear on the timeline:

  • Ready: The system has recognized the meeting and has prepared the bot to join at the scheduled time.

  • Joining Call: The bot is actively attempting to enter the video call.

  • In Waiting Room: The bot has arrived at the meeting but is waiting for the host to admit it manually.

  • In Call Not Recording: The bot has been admitted, but has not yet started recording, usually while waiting for recording permissions.

  • In Call Recording: The bot is in the meeting and actively recording.

  • Call Ended: The bot's participation has ended. A reason may appear below (e.g., "Bot Kicked From Waiting Room" if it was removed, or "Timeout Exceeded" if all participants left).

  • Recording Done: The recording file has been processed and saved.

  • Done: The bot's process for this meeting has concluded.

Frequently Asked Questions (FAQ)

I see a meeting in my Bot Manager schedule that I don't want the bot to join. What do I do?

Simply find that meeting in the list Upcoming and click the green switch to put it in the off (OFF) position. The bot will no longer attempt to join that meeting.

I turned the bot off for a meeting by mistake. Can I turn it back on?

Yes. As long as the meeting has not passed, you can return to the Bot Manager at any time and click the switch again to put it in the on (ON) position.