HR admins and company admins set up Meeting Assistant from the Agents Hub. When setup is complete, the Summary step shows "Meeting Assistant is on."
Before You Begin
- You must be an HR admin or company admin on the Total Platform or Perform & Goals plan.
- A calendar workspace admin must approve the calendar connection. Invite that person to your setup session.
- If Kona Notetaker is your meeting source, everyone you cover counts against your Kona Notetaker seats. See Do I need Kona Notetaker to use Meeting Assistant?.
- If Google Meet is your meeting source, Google Meet transcription or AI notes must be on for your organization and turned on in each meeting.
- If Google Meet is your meeting source, you can connect it during setup or first in Agents Hub > Integrations. There is no required order.
Steps
- Go to Agents Hub.
- On the Meeting Assistant card, click Set up.
- On the Meeting source step, select one meeting source:
- Kona Notetaker: preselected and marked Recommended.
- Google Meet: uses your Google Meet transcripts or AI notes. If Google Meet is not connected yet, setup includes a step to connect it. When you connect it here, Google Meet also shows as connected in Agents Hub > Integrations.
- Sources that are not yet available show a Coming soon badge.
- Continue to the Calendar step.
- Select Google or Outlook.
- Connect the calendar, or click Request access for your calendar workspace admin.
- Continue to the Who's covered step.
- Select who Meeting Assistant covers:
- All HR admins & managers: everyone who manages people, plus HR admins. This is the default.
- All HR admins: HR admins only.
- All managers: people managers only.
- Only specific people: the users you select. Use this option for a pilot.
- Continue to the Which meetings step. This step appears only for Kona Notetaker.
- Select Automatically join 1-on-1s or Let the organizer decide.
- Continue to the Summary step.
- Finish setup.
Confirmation: The Summary step shows "Meeting Assistant is on." The Meeting Assistant page appears in the left navigation.
If Something Goes Wrong
| Issue | Check | Fix |
|---|---|---|
| The Meeting Assistant card is missing | Confirm your company is on Total Platform or Perform & Goals | Contact your 15Five account team to confirm your plan |
| The Set up button is missing | Confirm you are an HR admin or company admin | Ask an HR admin or company admin to run setup |
| The seat count on Who's covered turns red and setup does not continue | Compare the number of people selected to your Kona Notetaker seats | Select fewer people, or click Add seats to send a seat request to the 15Five sales team |
| Only specific people does not list a person | Confirm the person is a manager or HR admin who has accepted their 15Five invitation | Ask the person to accept their 15Five invitation |
| The Summary step shows "Almost there, waiting on approval" | Confirm the calendar access request is still pending | Ask your calendar workspace admin to approve the request |
| A meeting source shows Coming soon | Confirm which sources show as available | Select Kona Notetaker or Google Meet |
| The Meeting Assistant page is missing from the left navigation | Confirm the on/off switch on the Meeting Assistant card is on | Turn on the switch on the card |
Note: Setup can finish while the calendar request is pending. Meeting prep does not run until the calendar request is approved.
Not Covered Here
This article does not cover moving an existing Kona setup or changing settings after setup. See Change who Meeting Assistant covers (Admin).