Meeting Assistant is an agent in the Agents Hub for 1-on-1s between a manager and a direct report. Before a 1-on-1, it sends the manager prep. After the meeting, it writes notes and suggested actions into the 1-on-1 in 15Five. HR admins and company admins set it up.
Feature Structure
Meeting Assistant has four parts.
- Meeting source. The tool that captures the conversation. Each company uses one source: Kona Notetaker or Google Meet transcripts. Kona Notetaker is the recommended source.
- Calendar. A Google or Outlook calendar connection. Meeting Assistant uses it to know which 1-on-1s are coming up.
- Meeting prep. Before a 1-on-1, the manager receives a short note on what has changed since the last 1-on-1 and one suggested discussion point.
- Meeting notes. After a captured 1-on-1, Meeting Assistant writes takeaways, wins, blockers, and suggested actions into the 1-on-1.
Meeting prep
- Prep arrives as one message per manager per day, at 8am local time, listing that day's 1-on-1s.
- Each 1-on-1 gets two short sentences. The first covers what has happened for the direct report since the last 1-on-1. The second suggests one discussion point or action for today.
- Prep draws on the last recorded 1-on-1's notes and records, plus check-ins and activity in connected work tools since then.
- If the last 1-on-1 was not recorded, prep uses the last recorded 1-on-1 from the past five weeks, plus work since then.
- Before a first 1-on-1, prep draws on the last 35 days of the direct report's work in connected tools.
- Prep also appears on the upcoming 1-on-1 in 15Five, in the Meeting Assistant card, on the Meeting prep tab. The card also has Suggested actions and Last 1-on-1 recap tabs.
Meeting notes
- Notes cover takeaways, wins, blockers, and suggested actions from the conversation.
- Notes are written into the 1-on-1 in 15Five.
- Both people in the 1-on-1 receive the notes.
Where to find it
- Admins set up and manage Meeting Assistant from the Meeting Assistant card in the Agents Hub.
- The agent's on/off switch is on the card.
- The Meeting Assistant page appears in the left navigation only after the agent is turned on.
- The Meeting Assistant page has two sections: Coming up and Meetings. Each meeting links to its 1-on-1 in 15Five.
- Coming up shows your 1-on-1s for the next 7 days. The first three appear, and Show more displays the rest.
- After setup, Manage > Settings holds Audience, Join method, What Meeting Assistant delivers to users, Available delivery channels, and Data source & integrations.
Who receives what
| Output | Who receives it |
|---|---|
| Meeting prep | The manager only |
| Meeting notes | Both people in the 1-on-1 |
How it delivers
- Prep and notes appear in the 1-on-1 in 15Five.
- Email is always available as a delivery channel. Each person can turn it off.
- Slack and Microsoft Teams become delivery channels after the company installs the 15Five app for that workspace.
- Each person chooses their own delivery channels in their notification settings.
Key Rules
- Meeting Assistant is included in the Agents Hub on the Total Platform and Perform & Goals plans.
- Kona Notetaker is a separately purchased add-on. Meeting Assistant does not require Kona Notetaker.
- Setup requires a calendar connection and one meeting source.
- An HR admin or company admin runs setup. A calendar workspace admin approves the calendar connection.
- Meeting Assistant covers only 1-on-1s between a manager and a direct report. It skips all other meetings.
- In-person meetings are not supported.
- What Meeting Assistant delivers to users has two checkboxes, Meeting Notes and Meeting Prep. At least one must be checked. Unchecking one stops that output.
- Prep needs activity to prepare from. With no activity at all, prep says "Not enough activity to prep."
- Prep does not use goals, High Fives, Focus Brief output, calendar details, or transcripts. A direct report's private talking points never appear in prep.
- Notes leave out personal life, relationships, health, and small talk.
- Notes are written from the conversation, not from the agenda. An agenda topic that was not discussed does not appear in the notes.
- Suggested actions stay suggestions until a person adds them to the 1-on-1. An added suggestion becomes an ordinary 1-on-1 action item.
- Either participant can edit the notes. The original AI notes are kept separately.
- Meeting notes from Kona Notetaker and Google Meet feed AI-Assisted Reviews. Your 1-on-1s appear in Moments as a pattern over time, not as one Moment per meeting.
- Nothing is sent during the meeting. Kona Notetaker is visible in the call. Any participant can pause it or type "Kona leave" to remove it.
- HR cannot see content Meeting Assistant generates. Transcripts are never available to anyone.
- Meeting Assistant does not take company context or prompt instructions.
- There is no standing personal opt-out. People can turn off the notifications they receive, but a covered meeting is still processed.
What You Can Do
Set Up
Manage
Common Questions
- Do I need Kona Notetaker to use Meeting Assistant?
- Which plans include Meeting Assistant?
- What is the difference between Meeting Assistant, Kona Notetaker, and Kona Coach?
- Who can see what Meeting Assistant writes?
- Can I edit the notes Meeting Assistant writes?
- Does Meeting Assistant add action items automatically?
- Which meetings does Meeting Assistant cover?
- Can an employee opt out of Meeting Assistant?
- Why does Kona Notetaker need write access to our calendar?
- Where does Meeting Assistant deliver its notes?
Common Issues
- Kona Notetaker did not join a 1-on-1
- No meeting notes after a 1-on-1
- A manager did not receive meeting prep
- Meeting Assistant does not appear for a user