
# Practical AI Coworker Examples

Groupthink AI Coworkers combine meeting intelligence, chat capabilities, document management, and external system integration to deliver powerful workflows that save time and improve productivity. This document showcases concrete examples of what AI Coworkers can do for your organization.

## Meeting Assistant

### Automatic Meeting Summaries and Follow-ups

**AI Coworker Configuration:**

- **Name:** MeetingMinder
- **Connections:** Google Calendar, Slack, Groupthink
- **Monitors:** Calendar events, Meeting participation
- **Responsibilities:** Monitor meetings, generate summaries, track action items

**What it can do:**

- Automatically join your meetings and listen to discussions
- Create comprehensive meeting summaries including key decisions, action items, and discussion topics
- Send personalized summaries to all participants via Slack or email
- Track action items across meetings and send reminders when deadlines approach
- Maintain a searchable knowledge base of all meeting content
- Answer questions about past meetings like "What did we decide about the pricing strategy last month?"

### Calendar Management and Scheduling

**AI Coworker Configuration:**

- **Name:** ScheduleBot
- **Connections:** Google Calendar, Gmail
- **Monitors:** Calendar events, Email inbox
- **Responsibilities:** Manage scheduling requests, find meeting times

**What it can do:**

- Monitor emails for scheduling requests
- Find available meeting times that work for all participants
- Create calendar events with appropriate details
- Send meeting invitations to all participants
- Reschedule meetings when conflicts arise
- Provide daily briefings of your schedule
- Answer questions like "When am I free to meet with the design team this week?"

## Documentation and Knowledge Management

### Document Creator and Manager

**AI Coworker Configuration:**

- **Name:** DocMaster
- **Connections:** Groupthink Documents, GitHub, Meetings
- **Monitors:** Meetings, GitHub repositories
- **Responsibilities:** Create and maintain documentation

**What it can do:**

- Create meeting notes in real-time during discussions
- Convert meeting conversations into structured documentation
- Update technical documentation when code changes are detected
- Answer questions about company processes and documentation
- Maintain FAQ documents based on common questions
- Create tutorials and guides from team discussions
- Help users find the right documentation with natural language queries

### Research Assistant

**AI Coworker Configuration:**

- **Name:** ResearchPro
- **Connections:** Web Fetch, Groupthink Documents
- **Responsibilities:** Research topics, summarize findings, create reports

**What it can do:**

- Research industry trends and competitive analysis
- Create summaries of research papers and articles
- Compile data from multiple sources into cohesive reports
- Answer complex questions that require synthesizing information
- Maintain a repository of research materials
- Schedule regular updates on topics of interest
- Create visualizations and presentations based on research findings

## Customer Support and Communication

### Help Desk Assistant

**AI Coworker Configuration:**

- **Name:** SupportPro
- **Connections:** HelpScout, Groupthink Documents, Slack
- **Monitors:** HelpScout mailboxes
- **Responsibilities:** Triage support tickets, draft responses, create documentation

**What it can do:**

- Monitor incoming support tickets and categorize them by priority and type
- Draft responses to common customer inquiries
- Route complex issues to the appropriate team members
- Create and update support documentation based on recurring issues
- Track response times and support metrics
- Identify trends in customer issues
- Create weekly reports summarizing support activities
- Answer questions like "What are the most common support issues this month?"

### Email Management Assistant

**AI Coworker Configuration:**

- **Name:** InboxAssistant
- **Connections:** Gmail
- **Monitors:** Email inbox
- **Responsibilities:** Draft email responses, categorize emails, identify important messages

**What it can do:**

- Monitor your inbox for important messages
- Draft responses to routine emails
- Categorize incoming emails by priority and type
- Create summaries of email threads
- Follow up on unanswered emails
- Schedule emails to be sent at optimal times
- Archive and organize emails based on content
- Answer questions like "Did I get any important emails from the product team today?"

## Software Development and Project Management

### Development Assistant

**AI Coworker Configuration:**

- **Name:** DevHelper
- **Connections:** GitHub, Slack, Groupthink
- **Monitors:** GitHub repositories (issues, PRs)
- **Responsibilities:** Manage code reviews, track issues, assist with releases

**What it can do:**

- Monitor GitHub repositories for new issues and pull requests
- Create summary reports of open issues and PRs
- Triage new issues based on content and assign to appropriate team members
- Comment on pull requests with code review suggestions
- Track release milestones and generate release notes
- Update project documentation when code changes
- Answer questions like "What's the status of the authentication feature PR?"

### Project Manager Assistant

**AI Coworker Configuration:**

- **Name:** ProjectPro
- **Connections:** GitHub, Google Calendar, Slack, Groupthink Documents
- **Monitors:** GitHub Projects, Calendar events, Meeting participation
- **Responsibilities:** Track project status, generate reports, manage timelines

**What it can do:**

- Track project milestones and deadlines
- Generate project status reports for stakeholders
- Monitor project boards for blocked tasks
- Schedule and facilitate project meetings
- Create and maintain project documentation
- Send reminders about upcoming deadlines
- Answer questions like "Are we on track to meet our Q2 objectives?"

## Cross-functional Workflows

### Executive Assistant

**AI Coworker Configuration:**

- **Name:** ExecAssistant
- **Connections:** Google Calendar, Gmail, Slack, Groupthink Documents
- **Monitors:** Calendar events, Email inbox, Meeting participation
- **Responsibilities:** Manage executive schedule, prepare briefings, coordinate with team members

**What it can do:**

- Manage complex calendaring across multiple executives and departments
- Prepare briefing documents before important meetings by gathering relevant data
- Track action items assigned to executives during meetings
- Draft email responses for routine executive correspondence
- Create weekly status reports by synthesizing information from multiple sources
- Coordinate scheduling with external stakeholders
- Alert executives to urgent matters that require immediate attention
- Manage travel arrangements by monitoring itineraries and schedules

### Customer Success Manager

**AI Coworker Configuration:**

- **Name:** SuccessPartner
- **Connections:** HelpScout, Slack, Google Calendar, Groupthink Documents
- **Monitors:** Support tickets, Calendar events, Meeting participation
- **Responsibilities:** Track customer health, prepare for customer meetings, document customer feedback

**What it can do:**

- Prepare briefing documents before customer meetings by gathering support history
- Document customer feedback from meetings and share with product teams
- Schedule regular check-ins based on customer health indicators
- Alert account managers to potential churn risks based on support patterns
- Create customer health dashboards by aggregating data from multiple sources
- Draft follow-up emails after customer meetings
- Maintain customer-specific knowledge bases with important information
- Generate quarterly business reviews with usage and support statistics

### Product Development Coordinator

**AI Coworker Configuration:**

- **Name:** ProductCoordinator
- **Connections:** GitHub, Slack, Google Calendar, Groupthink Documents
- **Monitors:** GitHub repositories, Calendar events, Meeting participation
- **Responsibilities:** Coordinate between product, design, and engineering teams

**What it can do:**

- Track feature development progress across multiple repositories
- Schedule coordination meetings when blockers are detected
- Generate daily standup reports by aggregating GitHub activity
- Create and maintain product requirement documents based on team discussions
- Alert product managers to engineering bottlenecks or design dependencies
- Document design decisions from cross-functional meetings
- Create release timeline documents by analyzing development velocity
- Prepare sprint planning materials by gathering requirements and engineering capacity

### Sales and Marketing Bridge

**AI Coworker Configuration:**

- **Name:** RevenueBridge
- **Connections:** Gmail, Slack, Groupthink Documents
- **Monitors:** Email inboxes, Meeting participation, Document updates
- **Responsibilities:** Coordinate between sales and marketing teams

**What it can do:**

- Monitor sales conversations for product feedback and competitive intelligence
- Create sales enablement materials based on marketing campaign documents
- Alert marketing when sales identifies new competitive threats
- Document customer objections from sales calls and share with product marketing
- Schedule regular sync meetings between sales and marketing leadership
- Generate weekly reports on marketing campaign performance for sales teams
- Create case studies by combining customer success stories with marketing messaging
- Prepare sales battle cards by synthesizing competitive intelligence

### DevOps Incident Manager

**AI Coworker Configuration:**

- **Name:** IncidentCoordinator
- **Connections:** GitHub, Slack, Groupthink Documents
- **Monitors:** GitHub repositories, Slack channels
- **Responsibilities:** Coordinate incident response, document issues, facilitate post-mortems

**What it can do:**

- Monitor system alerts and create incident tickets when thresholds are breached
- Notify relevant team members based on the affected systems
- Coordinate response efforts by scheduling immediate response meetings
- Document incident timelines as they unfold
- Create post-mortem reports after incidents are resolved
- Track action items from post-mortems to ensure completion
- Generate monthly reliability reports by aggregating incident data
- Update system documentation based on lessons learned

### Recruitment Assistant

**AI Coworker Configuration:**

- **Name:** TalentScout
- **Connections:** Gmail, Google Calendar, Groupthink Documents
- **Monitors:** Email inbox, Calendar events
- **Responsibilities:** Coordinate hiring process, schedule interviews, prepare interview materials

**What it can do:**

- Schedule candidate interviews based on team availability
- Prepare interview packets with resume highlights and role requirements
- Send follow-up communications to candidates after interviews
- Document feedback from interviewers in a structured format
- Create offer letter drafts based on compensation guidelines
- Coordinate onboarding schedules with relevant departments
- Generate hiring pipeline reports for leadership review
- Maintain a database of past candidates for future opportunities

### Compliance Monitor

**AI Coworker Configuration:**

- **Name:** ComplianceGuardian
- **Connections:** Gmail, Groupthink Documents, GitHub
- **Monitors:** Email communications, Document changes, Code repositories
- **Responsibilities:** Monitor regulatory compliance, prepare audit materials, track policy changes

**What it can do:**

- Monitor communications for potential compliance issues
- Alert teams when document changes may affect compliance status
- Schedule regular compliance reviews with relevant stakeholders
- Create audit preparation materials by gathering required documentation
- Track regulatory changes that may impact company policies
- Generate compliance training materials based on company policies
- Document compliance verification steps for audit trails
- Produce monthly compliance reports for leadership

## Getting Started with AI Coworkers

These examples demonstrate the versatility and power of Groupthink AI Coworkers. To start implementing these solutions in your organization:

1. Identify repetitive workflows that could benefit from automation
2. Set up the necessary connections to external systems
3. Create AI Coworkers with specific responsibilities
4. Configure monitors to trigger automated workflows
5. Train your team on how to interact with AI Coworkers through chat

The possibilities are nearly endless - AI Coworkers can be customized to fit your organization's unique needs and workflows, saving time and increasing productivity across all departments.


Real-world use cases that showcase the power of Groupthink AI Coworkers

Practical AI Coworker Examples


Groupthink Private Desktop Recording captures audio directly from your computer for meetings, calls, and other audio sources. This tool provides secure recordings without requiring a meeting bot.

## Why Use Private Desktop Recording

Private Desktop Recording offers several advantages:

- **No Bot Required** - Record your microphone and system audio directly without the Groupthink bot joining your Zoom, Meet, or Teams call
- **Private Experience** - Your use of Groupthink's transcription and note-taking capabilities remains invisible to other meeting participants
- **Powerful AI Integration** - Access all of Groupthink's AI features for meeting notes and analysis

> **Warning** - It is the user's reponsibility to comply with local recording laws.

> **Warning** - Private Desktop Recording captures ALL system audio. Background media such as videos or music will be included in your recording. Also note that if your microphone is muted in your video conferencing app, it will still be recorded by Groupthink. Be mindful of what audio sources are active during recording.

## System Requirements

- **Current Support**: macOS 14.4+ on Apple Silicon only
- **Coming Soon**: Windows version

## Installation

1. Download and setup the Groupthink desktop application
   - [macOS](https://agendas.groupthink.com/downloads/mac)
2. For more details on the installation process see the [Groupthink Desktop App Setup Instructions](/docs/desktop)

## Starting Your First Recording

1. Open the Groupthink desktop application
2. Click the "+ Meeting" button in the top left corner
3. Select "Privately Recorded Meeting"
4. Your meeting recording will begin immediately
5. When prompted, accept the macOS permission requests for microphone and system audio access

## Managing Your Recordings

Private recordings are handled the same way as other meetings:

1. Access all recordings from your meeting recaps page
2. View transcripts, notes, and summaries generated by Groupthink AI
3. Share recordings and notes with team members as needed

For troubleshooting assistance, please see our [Troubleshooting Private Desktop Recording](/docs/troubleshooting_private_desktop_recording) guide.


Private Desktop Recording


This guide helps you resolve common issues with Groupthink's Private Desktop Recording feature and answers frequently asked questions.

## Common Issues

### No Audio Captured During Recording

If you're not hearing any audio in your recordings:

1. Check that you've granted microphone and system audio permissions to Groupthink
   - On macOS: System Settings > Privacy & Security > Microphone/Screen Recording
2. Verify your audio devices are properly connected and selected as inputs
3. Restart the Groupthink application and try recording again

### Audio issues while Groupthink is recording

If you notice a drop in sound quality while Groupthink is recording you might try the following troubleshooting steps:

- In your Mac's Sound Settings, under the Input tab, select the input that has the type "Built In". It's usually called something similar to **Mac Microphone**.
- Restart the Groupthink app and try recording again.
- Restart your Mac and try recording with Groupthink again.


Troubleshooting Private Desktop Recording


## Connecting Google Calendar

- Navigate to your user settings within Groupthink.
- Choose "Add Calendar Connection".
- Click on "Connect to Google Calendar" to establish the link.

## Selecting the Right Calendar

- After connecting to your Google or Outlook Calendar account, a dropdown will appear.
- From this dropdown, select the specific calendar you wish Groupthink to access.
- This step ensures that Groupthink interacts with relevant events, excluding non-essential calendars like birthdays or holidays.

## Customizing Groupthink's Interaction with Your Events

- Once connected, you can determine how Groupthink interacts with your calendar events.
- Choose if you want Groupthink to automatically attend calendar events where:
  - You are the host/orgnizer
  - You are invitee, but not the host
  - There are a minimum of two attendees on the invitation (to avoid adding Groupthink to reminders and placeholders)

## Disconnecting Your Calendar

You may disconnect your calendar from Groupthink at any time. This will prevent Groupthink from accessing your calendar events and adding agendas to your meetings.

1. Log in to your Groupthink account
2. In the left sidebar, click **Orgs**
3. (Optional) If you are shown a list of your organizations, click on **Settings** for the organization whose calendar you want to disconnect
4. Under the _Calendar Connection_ heading, click on the red **Disconnect Calendar...** button and follow the prompts

Disconnecting your calendar will not remove any agendas or delete any past meetings or notes. It will only prevent Groupthink from accessing your calendar in the future.

If you want to delete all of your data from Groupthink, please email support@groupthink.com.


Google Calendar


Groupthink is designed to seamlessly integrate into your virtual meetings, ensuring that every discussion is documented and actionable. Whether you're scheduling a meeting in advance or hosting an impromptu session, Groupthink can be added to your Google Meet calls in two simple ways.

- Enhance your meetings with real-time note-taking
- Ensure that every participant is on the same page with automatically generated slides
- Reduce the need for post-meeting summaries and manual note-taking

## Automatic Calendar Integration

Link Your Calendar

- Connect your Google Calendar with Groupthink
- Ensure that your Teams, Meet, or Zoom conferencing details are included in the calendar event
- Groupthink will automatically detect the upcoming meeting and prepare to join

Start Your Meeting

- As your meeting begins, Groupthink will automatically join the call
- The Groupthink bot will document the conversation, creating real-time notes and slides visible to all participants

## Manually Add to an Impromptu Meeting

Access the Agenda

- Open the [Groupthink agenda](https://groupthink.com/docs/create_share_agendas/) you wish to use for the meeting
- Click on "Start Impromptu Meeting" in the Agenda sidebar

Provide Meeting Details

- Paste the URL for your Teams, Meet, or Zoom call into the provided field
- Click "Join Meeting"
- The Groupthink bot may request to join the call. Ensure you accept this request to enable real-time documentation

Experience Enhanced Meetings

- As the discussion progresses, Groupthink will actively document key points
- Participants will see a continuously updating slide with the latest notes, ensuring everyone remains engaged and informed


Google Meet


Groupthink is designed to seamlessly integrate into your virtual meetings, ensuring that every discussion is documented and actionable. Whether you're scheduling a meeting in advance or hosting an impromptu session, Groupthink can be added to your Microsoft Teams calls in two simple ways.

- Enhance your meetings with real-time note-taking
- Ensure that every participant is on the same page with automatically generated slides
- Reduce the need for post-meeting summaries and manual note-taking

## Automatic Calendar Integration

Link Your Calendar

- Connect your Outlook Calendar with Groupthink
- Ensure that your Microsoft Team conferencing details are included in the calendar event
- Groupthink will automatically detect the upcoming meeting and prepare to join

Start Your Meeting

- As your meeting begins, Groupthink will automatically join the call
- The Groupthink bot will document the conversation, creating real-time notes and slides visible to all participants

## Manually Add to an Impromptu Meeting

Access the Agenda

- Open the [Groupthink agenda](https://groupthink.com/docs/create_share_agendas/) you wish to use for the meeting
- Click on "Start Impromptu Meeting" in the Agenda sidebar

Provide Meeting Details

- Paste the URL for your Microsoft Team call into the provided field
- Click "Join Meeting"
- The Groupthink bot may request to join the call. Ensure you accept this request to enable real-time documentation

Experience Enhanced Meetings

- As the discussion progresses, Groupthink will actively document key points
- Participants will see a continuously updating slide with the latest notes, ensuring everyone remains engaged and informed


Microsoft Teams


Groupthink is designed to seamlessly integrate into your virtual meetings, ensuring that every discussion is documented and actionable. Whether you're scheduling a meeting in advance or hosting an impromptu session, Groupthink can be added to your Zoom calls in two simple ways.

- Enhance your meetings with real-time note-taking.
- Ensure that every participant is on the same page with automatically generated slides.
- Reduce the need for post-meeting summaries and manual note-taking.

## Automatic Calendar Integration

Link Your Calendar

- Connect your Google Calendar with Groupthink.
- Ensure that your Teams, Meet, or Zoom conferencing details are included in the calendar event.
- Groupthink will automatically detect the upcoming meeting and prepare to join.

Start Your Meeting

- As your meeting begins, Groupthink will automatically join the call.
- The Groupthink bot will document the conversation, creating real-time notes and slides visible to all participants.

## Manually Add Zoom to an Impromptu Meeting

Access the Agenda

- Open the Groupthink agenda you wish to use for the meeting.
- Click on "Start Impromptu Meeting" in the Agenda sidebar.

Provide Meeting Details

- Paste the URL for your Teams, Meet, or Zoom call into the provided field.
- Click "Join Meeting".
- The Groupthink bot may request to join the call. Ensure you accept this request to enable real-time documentation.

Experience Enhanced Meetings

- As the discussion progresses, Groupthink will actively document key points.
- Participants will see a continuously updating slide with the latest notes, ensuring everyone remains engaged and informed.

## Using Groupthink with Zoom

Groupthink will use the audio from your zoom call to take notes on what is being discussed. Notes are only available to
you, and anyone you have added to the Agenda, or anyone Groupthink has added to the Agenda if you have connected your
calendar (limited to individuals who were invited to the meeting).

Groupthink will display a "slide" of the conversation summary which changes as the conversation progresses. This slide
will show up as Groupthink's video feed in Zoom.

## Removing Groupthink from Zoom

Groupthink does not authenticate with your Zoom account, and does not have access to your Zoom account. If you stop
using Groupthink, Groupthink will no longer access your Zoom conferences.


Zoom


Groupthink supports integration with popular support helpdesk software [Help Scout](https://www.helpscout.com/)

## Connecting to Help Scout

1. Go to AI Coworkers https://agendas.groupthink.com/assistants
2. Click "Onboard Coworker" and you'll be taken to the Coworker onboarding wizard https://agendas.groupthink.com/assistants/new/onboarding/introduction
3. Click "Continue"
4. Scroll down to the template named "Help Desk Assistant" and click "Select" and then scroll down to the bottom of the page and click "Continue"
5. You'll see a screen titled "Grant Access to Your Systems"
6. Select "Connect to Help Scout" and you will be prompted to sign in to Help Scout
7. Sign into Help Scout and complete the connection dialogue by clicking the "Authorize" button
8. You'll be re-directed to Groupthink
9. Check the box to the right of Help Scout to confirm the connection
10. If you have other pre-existing connections like Google Calendar they will show up as an option, but you can ignore them and click "Continue"
11. Help Scout has now been added as a Monitor for your new Groupthink AI Coworker
12. Click "Finish" to start setting up your new AI Coworker with responsibilities so they can start completing tasks!

For an overview of how to set up an AI Coworker please go to https://groupthink.com/docs/ai_coworker_management/

## Disconnecting Help Scout

1. Go to User Settings
2. Go to the "Connections & Integrations" tab https://agendas.groupthink.com/settings#connections
3. Click on Help Scout
4. In the upper right hand corner click "Delete..." and then click "Remove Connection" to confirm you want to disconnect Help Scout
5. If you decide to re-add it again later, simply go through the steps above


Helpscout


Groupthink provides granular controls for notifications via Slack, Email, Desktop and Mobile

Notification settings are found at https://agendas.groupthink.com/settings#notifications

More information on configuring notifications for Slack is available at https://groupthink.com/docs/connect_slack/

### Available Notifications

- New Meeting Summary Available
- Meeting Contribution Reminders - Reminder to add discussion topics to the agenda for an upcoming meeting
- Daily Recap - Daily overview of notes and action items from meetings
- Weekly Recap - Weekly overview of notes and action items from meetings
- Meeting Officially Begun - Notifies invited users not in the meeting that it as officially been started
- Failed to Join Meeting - Sent after Groupthink has tried to join a Zoom, Meet, or Teams conference but was not allowed entry
- Host Agenda Preparation Reminder - A reminder to prepare the agenda for an upcoming meeting, sent only to the meeting host
- Added to Meeting - Sent after you have been added to a new meeting
- Added to Room - Sent after you have been added to a new chat room
- New Chat Message - Sends a notification when a new chat message is received
- Connection Verification Failed - Sends a notification if an integration connection needs your attention


Manage Notification Settigs


Groupthink is available as a desktop application

- [macOS](https://agendas.groupthink.com/downloads/mac)
- [Windows](https://agendas.groupthink.com/downloads/windows)

Current download links can be found at <https://github.com/Groupthinkai/groupthink/releases/latest>

### macOS Setup Instructions

1. [Download the package for macOS](https://agendas.groupthink.com/downloads/mac) or choose `Groupthink.dmg` from the [list of downloads](https://github.com/Groupthinkai/groupthink/releases/latest)
2. Locate the package in your Finder and double-click to open
3. Drag the Groupthink icon into your applications folder
4. Open the Applications folder and launch the Groupthink application - if you see a prompt asking if you want to open the Groupthink app, click on "Open"
5. When you see a pop-up, enable desktop notifications
6. Sign in using your existing Groupthink account, or [sign up](https://agendas.groupthink.com/signin) to create one - you will be redirected to your default browser to complete the sign-in process
7. When you see the "Sign in to Groupthink desktop?" prompt in your browser, click on "Yes, sign in" - if you see a prompt asking if you want to open the Groupthink app, click on "Open Groupthink"
8. At this point, the Groupthink desktop app should open and you will be signed in
9. When you see a pop-up requesting Camera or Microphone Access, click on "Open System Preferences" and enable access for Groupthink

### Windows Setup Instructions

1. [Download the package for Windows](https://agendas.groupthink.com/downloads/windows) or choose `Groupthink-Setup.exe` from the [list of downloads](https://github.com/Groupthinkai/groupthink/releases/latest)
2. Locate the installer on your computer and double-click to start installation
3. Follow the instructions in the installer
4. IMPORTANT: Windows will show a message saying "Windows protected your PC" - click on "More info", then select "Run Anyway"
5. Follow the rest of the instructions to finish installation
6. Open the Start menu and click Groupthink
7. Sign in using your existing Groupthink account, or [sign up](https://agendas.groupthink.com/signin) to create one - you will be redirected to your default browser to complete the sign-in process
8. When you see the "Sign in to Groupthink desktop?" prompt in your browser, click on "Yes, sign in" - if you see a prompt asking if you want to open the Groupthink app, click on "Open Groupthink"
9. At this point, the Groupthink desktop app should open and you will be signed in


Groupthink Desktop App


### Creating an AI Coworker

AI Coworkers are AI-powered systems that can do various tasks for you.

You'll provide your AI Coworker with responsibilities it should perform based on things you'd like it to monitor, such as your email, GitHub, or meetings you're attending or invited to.

AI Coworkers belong to the Organization they're created in.

1. Click "AI Coworkers" in the left hand navigation bar
2. Click "Create Assistant" button in the upper right
3. Give your AI Coworker a name and username (so they can be mentioned in chats and docs)
4. Describe what your AI Coworker does
5. Click "Create Assistant"
6. Your AI Coworker will be added to the list of AI Coworkers

### Managing Permissions

Each AI Coworker has individual permissions that control who in your Organization can interact with them.

Each AI Coworker may be set to be available to **specific users** or **anyone in the organization**.

To change the AI Coworker's visibility, add, or remove specific users, click on "Share" in the header while viewing the AI Coworker.

Keep in mind that anyone with permission to view the AI Coworker can see, add, and remove any of the Responsibilities and Monitors that have been created for it, as well as interact with the AI Coworker via chat.

### Adding Connections

Connections are the systems that your AI Coworker can access to perform work. You grant the AI Coworker access to a Connection, just like you may grant a human employee access to software they need to do their job.

1. Click on AI Coworkers in the navigation
2. Click "Manage" next to the AI Coworker you want to add Connections to
3. Click on the "Profile & Access" tab
4. Check the boxes next to the Connections you want your AI Coworker to be able to access

### Adding Monitors

Monitors are the systems that your AI Coworker can monitor for changes. You grant the AI Coworker access to a Monitor, and as data changes in that external system, the AI Coworker will be able to see those changes and act on them through recurring Responsibilities.

1. Click on AI Coworkers in the navigation
2. Click "Manage" next to the AI Coworker you want to add Monitors to
3. Click on the "Watching" tab
4. Click "+ New Monitor"
5. Select the type of Monitor you want to add
6. Select the Connection you want the Monitor to use
7. Fill out any requested details about the Monitor
8. Click "Create Monitor"

### Chatting with an AI Coworker

After you create a new AI Coworker, you will be added to a new chat room with the AI Coworker. You may ask the AI Coworker what work they can perform, and they will answer based on the Connections they have access to and the Responsibilities they have been given.

The Room will only be you and the AI Coworker to start, but you can add anyone else in your Organization by clicking "Share" in the Room.

### Creating Responsibilities

Responsibilities define work that an AI Coworker should do.

They are made up of a trigger, which is the event that causes the work to happen, and a set of instructions that the AI Coworker should follow.

1. Click "Manage [AI Coworker Name]"
2. Give your AI Coworker some responsibilities by clicking "New Responsibility"

##### Responsibility Trigger

Explain **when** work should happen.

For example:

- "A new email is received"
- "A new Github issue is added to the API repo"
- "You're mentioned in a chat and asked to create copy for a social media post"

##### Responsibility Instructions

Explain **what** work should happen.

This is a free-form text field, so you can just write instructions without knowing anything about how they will be implemented. However, the more structure and opinion you give the better the AI Coworker will perform.

You'll be able to iterate on this later after you see how your AI Coworker performs.

For example:

- Consider using a numbered or bulleted list
- Be very explicit about the output you want, with as much detail as possible
- Be very specific about the output you want, with as much nuance as possible

##### Responsibility Additional Information

Add any important details or contextual information here. This could include details about the trigger, the tasks, how this fits into the overall work you and your team is doing, and even encouragement for your AI Coworker.

The more the AI Coworker knows, the better it can perform. This is also a great way for **you** to capture the _why_ behind what you're asking them to do.

## Frequently Asked Questions

### How Many AI Coworkers Can I have?

AI Coworkers is a recently launched feature, and for now you can create unlimited coworkers. This may change in the future.


Learn how to create, update, and manage AI Coworkers and their responsibilities

Manage AI Coworkers

Groupthink AI Coworkers monitor for changes within Groupthink and also in external systems. Based on the information about what has changed, they perform work on the user's behalf.

## Supported Monitors

### Groupthink Meetings

Groupthink AI Employees can introspect on changes to meetings where Groupthink attended via bot or private recording.

AI Employees using this monitor can listen for an react to the following events:

- New Meeting Started
- New Meeting Completed (a meeting was conducted and the recap and transcript are available)

Please note, if you remove Groupthink from a Meet/Zoom/Teams meeting that is in progress, it will trigger Meeting Completed

### Gmail

**Required Connection:** Gmail

> **IMPORTANT**: The Gmail integration is in beta. In order to connect to Gmail, please email support@groupthink.com requesting access.

Groupthink AI Coworkers can monitor Gmail accounts for newly created messages.

#### Supported Gmail Operations

AI Coworkers configured with a Gmail monitor can listen for and react to the following events:

- New Message Created
- New Thread Created



### GitHub

**Required Connection:** GitHub

Groupthink AI Coworkers can monitor GitHub repositories within a GitHub organization for changes in Issues and Pull Requests.

When you create a new AI Coworker and give it access to your previously-created GitHub Connection in Groupthink, the AI Coworker will create a new webhook at the GitHub Organization level. This webhook will notify the AI Coworker when changes are made to Issues and Pull Requests in the repositories you've given it access to.

#### Supported GitHub Operations

AI Coworkers configured with a GitHub monitor can listen for and react to the following events:

- Issue Created
- Issue Updated
- Issue Assigned / Unassigned
- Issue Closed
- Issue Reopened
- Issue Commented
- Pull Request Created
- Pull Request Updated
- Pull Request Assigned / Unassigned
- Pull Request Closed
- Pull Request Reopened
- Pull Request Commented
- Pull Request Merged
- Pull Request Review Requested
- Pull Request Review Request Removed

AI Coworkers can watch for changes in apps and tools outside of Groupthink

Monitoring External Systems

Groupthink AI Coworkers can interact with external systems to perform work based on your instructions. These instructions are defined in a Responsibility given to the AI Coworker. When executing tasks, Groupthink leverages a variety of specialized skills to perform these responsibilities.

## Supported Skills

### Google Calendar

**Required Connection:** Google Calendar

AI Coworkers can manage your calendar events, find available time slots, and check participant availability. Key capabilities include:

- **Event Management:**

  - Create new calendar events with titles, descriptions, locations, and attendees
  - Find existing events with specific participants
  - Schedule meetings at times when all participants are available

- **Availability Checking:**

  - Find available time slots that work for multiple participants
  - Check when specific people are free or busy
  - List available times for scheduling during working hours (default 9 AM to 5 PM)

- **Integration with Workspace:**
  - Resolve participant names to email addresses using your Google Workspace directory
  - Respect timezone settings for accurate scheduling
  - Work with your existing calendar structure

AI Coworkers can help you schedule meetings efficiently by finding times when everyone is available, create calendar events with all necessary details, and manage your calendar interactions without requiring you to switch between applications.

### Google Gmail

**Required Connection:** Gmail

> **IMPORTANT**: The Gmail integration is in beta. In order to connect to Gmail, please email support@groupthink.com requesting access.

AI Coworkers can read, draft responses to, and archive messages in Gmail.

- **Message Management:**
  - Retrieve details of specific messages
  - Draft replies to messages
  - Archive messages



### GitHub Issues & Pull Requests

**Required Connection:** GitHub

AI Coworkers provide comprehensive GitHub operations, enabling you to manage repositories and facilitate collaboration effectively. Key operations include:

- **Organization Management:**

  - Retrieve details about an organization.
  - List all repositories within an organization.

- **Repository Management:**

  - Retrieve repository details.
  - List repository milestones, labels, and assignees.

- **Issue Management:**

  - Retrieve details of specific issues.
  - Create new issues.
  - Update existing issues with new titles, descriptions, labels, or assignees.
  - Add comments to issues.

- **Pull Request Management:**
  - List pull requests with various filters.
  - Create new pull requests.
  - Retrieve details of specific pull requests.
  - Update pull requests with revised titles, descriptions, states, or target branches.
  - Add comments to pull requests.

Of note - while Groupthink may create and update data within GitHub, **Groupthink does not currently support deleting data in GitHub**.

### Groupthink Documents

Groupthink AI Coworkers empower you with extensive document handling capabilities, which include:

- **Creation:** Generate new documents with configurable visibility settings (public, protected, or private) and initial content.
- **Editing:** Update existing documents by appending, replacing, or deleting content in specified sections.
- **Search:** Locate documents using keyword searches that scan both document names and content.
- **Organization:** Associate documents with folders for better categorization and easier retrieval.

### Groupthink Chat

Groupthink AI Coworkers include messaging capabilities that allow for:

- **Message Creation:** Post messages directly into specified rooms

AI Coworkers can work with apps and tools outside of Groupthink

Skills & Capabilities


AI Coworkers track the work you assign to them, just like a human. Each task is a specific action that the AI Coworker has taken, and includes information such as the title and instructions of the task, which AI Coworker performed the task, and when the task was performed.

You interact with Tasks like you would in any other productivity application - you can assign them to any AI Coworker, monitor their status, and participate in the conversation as updates are posted.

AI Coworkers do the same, working just like a human would. As they perform steps in the task, they will update the task with their progress, and you can ask them questions about the task at any time.

When an AI Coworker needs more information or encounters a problem, the Task will be updated to say so, and the AI Coworker will ask for assistance. You can respond to the AI Coworker in the Task comments, and they will use your response to try and complete the task.

You can also ask the AI Coworker to follow up on a completed Task. After the work is done, you may ask the AI Coworker to do additional work, answer a question about the work that was performed, and more.

![AI Coworker Task](/groupthink-ai-coworker-task.png)

## Viewing & Managing Tasks

Tasks are collected in a single view you can access by clicking "Tasks" in the navigation in Groupthink.

Tasks are organized by their status, with Tasks that require human input in the first tab, and less important tasks in subsequent tabs.

## Creating Tasks

You may manually create and assign a Task to an AI Coworker at any time.

1. Navigate to Tasks using the Groupthink navigation
2. Click "New Task" at the top of your screen
3. Give the Task a title and instructions. **Remember, more details and specific instructions will help the AI Coworker perform the task better! (just like a human)**
4. Select an AI Coworker to assign the task to. Keep in mind that not all of your AI Coworkers will have the same skills, and you may need to assign the task to the correct AI Coworker
5. Set the status of the task: If you select "Draft", the task will not be picked up by your AI Coworker. If you select "Ready", the task will be picked up by the AI Coworker and work will be started immediately.

You'll be directed to the Task management screen, and you'll be able to see progress updates as your AI Coworker works on the Task.

## Tasks & Recurring Responsibilities

Every time an AI Coworker executes one of its Responsibilities, it will track the work it is doing in a Task. This gives you a detailed view of the work that is being done, and allows you to ask questions about the work that was performed.

You don't need to do anything to create a Task from a Responsibility - your AI Coworker will do it for you!

## Tasks & Chatting with AI Coworkers

Your AI Coworker will track all of the work it performs, even when you're chatting with it inside Groupthink.

You can ask the AI Coworker to perform work, and it will create a Task for you before performing that work.

Your AI Coworker can also answer questions about data inside Groupthink, or in the external systems you've given the AI Coworker access to.


AI Coworkers track the work you assign to them, just like a human

Tasks


AI Coworkers are agents you define to help you get more work done, and are available to all Groupthink users at https://agendas.groupthink.com/assistants

Groupthink currently offers a general-purpose AI Coworker called an AI Coworker.

Each AI Coworker has a name, username, job title, and job description. AI Coworkers can be given responsibilities, which are tasks they should perform based on things you'd like them to monitor, such as your email, GitHub, or meetings you're attending or invited to.

AI Coworkers belong to the Organization they're created in, and anyone in the Organization may create or modify an AI Coworker.

## Responsibilities

Responsibilities define work that an AI Coworker should do.

Each Responsibility has a trigger that defines when the responsibility should be performed, tasks that define the work that should be done, and an option to define extra information that may help the AI Coworker perform the task better.

Responsibilities may be enabled or disabled, allowing you to control whether the AI Coworker should perform the work.

## Connections

AI Coworkers know when to run Responsibilities by watching for changes in the data sources you've given them access to. For example, if you've given an AI Coworker access to your GitHub organization, it will know when a new issue is created and can run a Responsibility based on that trigger.

Authorizing an AI Coworker to access an external system is done by allowing the AI Coworker to access a Connection you've created in Groupthink. Different Connections offer different methods of access, and you may define this when creating the Connection. Keep in mind that in many cases, the AI Coworker may be acting **as you** when utilizing the Connection.

## Monitors

Once an AI Coworker has been authorized to use a Connection, you may define one or more Monitors that instruct the AI Coworker to "watch" for changes in the data source. For example, you may create a Monitor that watches for new emails in your inbox, or new issues in a GitHub repository.

Keep in mind that you may want to create multiple Monitors for the same Connection or data source. For example, you may want your AI Coworker to watch for changes in two different GitHub organizations, or two different email accounts.

## Tasks

Tasks demonstrate the work that an AI Coworker can perform. Each task is a specific action that the AI Coworker has taken, and includes information such as the title and instructions of the task, which AI Coworker performed the task, and when the task was performed.

[Read More About Tasks](/docs/ai_coworker_tasks)

## Frequently Asked Questions

### How Many AI Coworkers Can I have?

AI Coworkers is a recently launched feature, and for now you can create unlimited coworkers. This may change in the future.


Learn how AI Coworkers help you get work done

About AI Coworkers


Groupthink offers the ability to chat via text in real-time with the members of your organization, your AI Employees, and with your default Groupthink Meeting Assistant via @Groupthink to add additional intelligence to any conversation.

## Types of Chats

Groupthink offers chat in the following ways:

### Private Chats

- With AI Employees (each AI Employee has its own dedicated chat room)
- With Groupthink Assistant (like ChatGPT but with access to all your spoken and written company info stored within Groupthink)
- Direct messages (DMs) with 1 other individual
- Private group chat rooms (where you invite specific people)

### Organization Chats

- Organization-wide chat rooms (where the whole company can choose to join and participate)

## Leveraging Groupthink AI in Chat

Groupthink Chat is powered by our built-in AI that's here to make your conversations smarter. Whether you're brainstorming ideas, seeking quick insights, or need help clarifying a point, our AI is ready to jump in and enhance your chat experience.

### How It Works

- **Direct Interaction:**  
  Simply type **@groupthink** followed by your query or command, and our AI will join the conversation with context-aware responses.

- **Contextual Assistance:**  
  The AI leverages your organization's stored information to provide tailored answers and suggestions, ensuring that its input is always relevant to your work.

- **Collaborative Conversations:**  
  Use the AI to facilitate discussions by offering insights, tracking decisions, or providing additional data—making both real-time and asynchronous communication more effective.

## Chatting with AI Employees

AI Employees are custom assistants that you create to help with specific tasks in your organization. Each AI Employee gets its own dedicated chat room where you can interact with it directly.

### Getting Started with AI Employee Chat

When you create a new AI Employee, you're automatically added to a new chat room with just you and the AI Employee. This room works just like any other chat room, but with some powerful additional capabilities:

1. **Access to Company Knowledge**: Your AI Employee can access information from your organization's documents, meeting transcripts, agendas, and other data stored in Groupthink.

2. **Skill Execution**: When you ask your AI Employee to perform tasks like drafting emails, creating documents, or searching meeting notes, it can execute these actions using the connections you've granted it.

3. **Task Tracking**: When your AI Employee performs work based on your chat requests, it will create a Task to track this work and provide you with a link to view the Task's progress.

### Example Interactions

Here are some examples of how you can interact with your AI Employees in chat:

- **Information Retrieval**: "Tell me about the meeting with the engineers that I missed this morning"
- **Email Management**: "Draft an email to the design team asking for an update on the new landing page."
- **GitHub Interaction**: "Create a new issue in our API repository about the performance problem we're seeing with user authentication."
- **Meeting Preparation**: "Summarize the key points from our last three weekly team meetings to help me prepare for tomorrow's strategy session."

### Sharing AI Employee Chat Rooms

You can add other members of your organization to an AI Employee's chat room by clicking the "Share" button in the room. This allows multiple team members to collaborate with the AI Employee in the same conversation.

## Notifications

Groupthink will:

- Turn the name of a chat room bold when there are new messages you haven't viewed yet
- Send a desktop notification when there are new messages

## Managing Rooms

### Creating a New Room

You can create an unlimited number of chat rooms in Groupthink.

1. In the left-hand navigation, go to the section labeled "Chat" and click the + button
2. Select "New Room..." from the list
3. Give your room a name
4. Set the room permissions to **Protected** (Can only be viewed or joined by invitation) or **Organization** (Anyone in the Organization may discover, view, or join)
5. Click "Create" and you'll be taken into your new room

### Sharing a Room

You are the Owner of rooms you create, and can share them with others. Rooms that are set to have Organization permissions are discoverable, but no one will be added to a chat room unless they join it or accept an invitation from you.

#### Sending Email Invites to a Room

To invite someone to a room:

1. Enter the chat room you want to share
2. Click on the "Share" button in the upper right side of the chat room
3. Add the email address(es) of who you want to invite, separated by commas
4. Click "Invite All" to send the invitations

#### Granting Permissions to Room Members

Room Owners have the option to change the permissions of other room members:

1. Enter the chat room you want to share
2. Click on the "Share" button in the upper right side of the chat room
3. Find the user whose permissions you want to change in the list of Room Members
4. Select the new role you want to assign from the dropdown menu to the right of their name (options: Participant, Owner)
5. **IMPORTANT:** If you make someone an owner of a room you will not be able to change them back to a Participant or delete them from the room members

#### Removing Room Members

Room Owners have the ability to remove room members:

1. Enter the chat room you want to share
2. Click on the "Share" button in the upper right side of the chat room
3. Find the user whose permissions you want to change in the list of Room Members
4. Click the red trash can icon to the right of their name (next to the drop-down menu) to remove them
5. **IMPORTANT:** Removing a room member will not ban them from re-joining the room, so if you want to limit the room to only members you have explicitly invited make sure the Room Access is also set to "Specific Individuals"

### Joining Chats

You can join any existing rooms that are open to your Organization

1. In the left-hand navigation, go to the section labeled "Chat" and click the + button
2. Select "Join Existing Room..." from the list
3. You'll see a list of all the rooms that are available for you to join
4. Click "Join" next to any rooms to want to join, and it will be added to your sidebar navigation

### Leave Chats

We don't currently have support for leaving a room once you've joined it, but you can ask the room's Owner to remove you.

To find the room Owner, enter the chat room and click "Share" to see the owner listed all the top of the room's members.

## Managing Direct Messages

Direct Messages are private chats between two or more individuals that are not discoverable across your organization

### Creating a New Direct Message

You can create an unlimited number of direct messages in Groupthink.

1. In the left-hand navigation, go to the section labeled "Chat" and click the + button
2. Select "New Direct Message..." from the list
3. Select the person you want to start messaging directly
4. Click "Create" and you'll be taken into your new room

### Changing Permissions of Direct Messages

Direct messages have sharing that works the same way as in other chat rooms.

**IMPORTANT:** If you change the permissions of a DM conversation to "Anyone in the organization" it will be discoverable and joinable by anyone, and they will also be able to see all your chat history. Use with care!

## Known Issues / Missing Features

Chat is a newly released feature of Groupthink, and we still have a lot more we want to build to make it awesome for you! Feel free to drop a note to support@groupthink.com anytime with your questions, ideas, or concerns using chat

You may notice the following limitations to Groupthink chat:

- No ability to remove yourself from a room
- No ability to search
- No way to see a badge indicating the number of new messages in a room
- No way to see a badge indicating the number of overall new messages across all chats


Using Chat


Groupthink offers a simple way to collaborate on documents with your team so you'll have a single source of truth when it comes to how work gets done.

Documents are also used to train your Groupthink Assistant and AI Coworkers.

## Using Documents

### Create a Document

You can create an unlimited number of documents within Groupthink.

1. Go to "Documents" in the sidebar navigation
2. Click the "+ New Document" button in the upper right corner
3. To rename your document, click the newly created "New Document" in the list to open it
4. Once you're in the document, you can highlight and replace the "New Document" title with different text

### Edit a Document

To edit a document, simply start to type text in the body.

### Formatting a Document

We don't currently support WYSIWYG editing, but you can use [standard markdown syntax](https://www.markdownguide.org/basic-syntax/) to add formatting.

### Share a Document

By default, the permissions of the documents you create are scoped to individuals who you explicitly invite to view them via email address.

To share a document:

1. Open the document you want to share
2. Click the "Share" button at the top of the document
3. Select the access level (Options: Anyone with the link, Anyone in the organization, Specific Individuals only)
4. Add anyone you want to invite directly by adding their email address and clicking "Invite All" to send invites
5. Modify permissions for individuals (Options: Viewer, Editor)

### Making a Document Private

After you click "Share" on a Document, you immediately have the option to make a document private.

Toggling this feature on for a document will make it so that only the document owner (you) are able to make changes to permissions and invite new people.

### Changing the Owner of a Document

This is not currently supported (known issue).

## Using Folders

### Create a Folder

1. Click Documents in the left hand navigation
2. Under the "Documents" headline you'll see My Documents and a horizontal bar, click the "+ Folder" button to create a new folder
3. Give your new folder a name in the modal that pops up

### Add Documents to Folders

Documents can live in multiple folders at the same time, allowing you to create multiple information hierarchies for different purposes

1. Open the document you want to add to a folder
2. Click on the horizontal three dot icon to the right of the Share button
3. Select "Add to Folder" from the dropdown menu
4. Select the name of the folder you want to add it to

### Remove a Document from a Folder

Documents can be removed from folders without deleting the document itself

1. From the main folder view, hover over your document and click on the three dots to the right of the document you want to remove
2. Select "Remove from Folder" from the dropdown menu

### Delete a Folder

1. Click on the folder you want to delete
2. Click the three horizontal dots to the right of the folder name
3. Select "Delete Folder" from the menu
4. CAUTION: There is currently no confirmation, and folder deletions can't be reversed without contacting support


Using Groupthink Documents


## Creating Your Organization

When you created your Groupthink account, an initial organization was automatically created for you and you are its only member.

To manage your organization, navigate to "Organization Settings" at the bottom of the left-hand navigation bar.

## Adding or Removing Organization Members

To add or remove members of the organization, navigate to the Organization Settings tab labeled "Members" to see an editable list of your organization's members.

To invite a member, use the "Invite New Member" buttton and submit their email address.

To remove a member, use the "Remove" button next to their name.

## Enabling Auto-Join for Your Domain

Groupthink gives you the option to automatically let other people who sign up and verify their email address with the same email address domain as you to auto-join your Organization. This is an easy way to ensure all the people at a company have access.

### Disabling Auto-Join

On the first Organization Settings tab, you will see a button that says "Disable Auto-Join for yourcompany.com" with the domain of the email you used to sign up.

Please note, this will only work for company domains, not general domains like gmail.com

## What Organization Members Can See

By default, organization members may **view** all agendas, recaps, recordings, and documents created by other organization members.

You can still mark agendas as private or remove specific members manually, but by default sharing will be turned on.

## External Collaborators on Agendas & Documents

Individuals who meet with you may be granted automatic access to an Agenda or Document if they are an attendee on a calendar event that Groupthink attempts to join. While these individuals will have access to that Agenda and Document(s), they will not be added to your Organization. This ensures that external collaborators may participate in a Meeting and its Agenda without being able to see your other assets within the Organization.


Managing Organizations


To delete your account, navigate to https://agendas.groupthink.com/settings and click “Permanently Delete Account…” at the bottom under “Danger Zone”.

This will remove your user, detach it from all agendas, remove all connections to external integrations, remove any calendar sync connections, and detach it from all organizations.

Please note you may still receive emails if included in Groupthink meetings with others.


Delete Your Groupthink Account


Agenda contribution reminders are a great way to engage with your team and ensure everyone is prepared for the meeting. They are automatically enabled for all users in Groupthink, but you can choose to disable them if you prefer not to receive them.
Here's how to manage receiving agenda reminders in Groupthink:

### Managing Receipt of Agenda Reminders

1. Login to Groupthink and click "User Settings" in the navigation panel on the left side of the screen.
2. Click on "Notifications" in the tab panel.
3. Under "Meeting Contribution Reminders", toggle the switch to choose to receive or stop receiving reminders for upcoming meetings.


Manage Agenda Contribution Reminders


Groupthink gives you powerful tools to control who can access, participate, and contribute to your meeting agendas. With our new detailed permissions settings, managing agendas is more secure and easier than ever, ensuring the right people have the right level of access.

## Key Features

- Control who can view and edit agendas with flexible visibility options.
- Assign specific roles to ensure participants have the appropriate permissions.
- Lock down sharing settings for complete privacy when needed.

## Agenda Visibility Settings

Agendas offer three visibility levels:

- **Specific Individuals**: Only manually added members may view the agenda.
- **Organization Members**: Anyone in the organization may view the agenda.
- **Public**: Anyone with the link may view the agenda.

Manually added members always have access regardless of the visibility setting. This ensures that key stakeholders can participate without any extra steps.

## Member Roles

You can assign one of three roles to each member:

- **Host**: Full control over agenda settings, participant management, and editing.
- **Participant**: Can edit the agenda, manage participants, and remove themselves or others.
- **Viewer**: Can view the agenda but cannot make any changes, participate in the video conference, or interact via chat.

## Private Agendas

The Host has the option to set the agenda to **Private**, restricting others from changing sharing settings. This is particularly useful if you want the agenda to be locked down to yourself or a specific, trusted group of people.

## Default Settings for Existing Agendas

By default, agendas are set to Specific Individuals for visibility, with the event organizer assigned the Host role to simplify setup and maintain security.

## Changing Agenda Visibility

To change agenda visibility settings:

1. Navigate to the agenda you wish to modify.
2. Click on the "Access" tab at the top of the agenda.
3. Use the dropdown menu to select the desired visibility level (Specific Individuals, Organization Members, or Public).

## Changing a Member's Role

To change a member's role:

1. Navigate to the agenda you wish to modify.
2. Click on the "Access" tab at the top of the agenda.
3. Find the member whose role you want to change.
4. Use the role dropdown next to their name to select the new role (Host, Participant, or Viewer).


Managing Agenda Permissions


Groupthink can send notifications to Slack when meetings are finished, including posting messages to a channel with
a meeting summary and a link to the meeting recap.

To connect Groupthink to Slack, you will need to have permission to install new applications into your Slack workspace.

### Connect Groupthink to Slack

1. Login to Groupthink and click "User Settings" in the navigation panel.
2. Click on "Notifications" in the navigation panel.
3. Click on "Connect to Slack" in the "Slack" section at the bottom of the page.
4. Follow the prompts to authorize Slack's access to Groupthink. You may need to login to Slack if you are not already
   logged in. You also may need to select the Slack workspace you want to connect to Groupthink. Finally, you may need permission
   to install new applications into your Slack workspace, which may require you to contact your Slack workspace administrator.

### Configure Notifications

Notifications have different scopes in Groupthink. For example, you can configure a Slack channel to receive notifications
for every meeting that's shared within your Organization, as well as configure Slack to privately message you for each
meeting summary that's shared with you.

1. Login to Groupthink and click "User Settings" in the navigation panel.
2. Click on "Notifications" in the navigation panel.
3. Under Organization Notifications, select the Slack channel you want to receive notifications for, and click "Save". You can
   then enable the notification by clicking the toggle switch to "On".
4. Under User Notifications, toggle notifications for Slack or Email on or off. All individual notifications in Slack
   are sent to you from the Groupthink application under "Apps" in the Slack sidebar.


Slack


Sometimes you may not want Groupthink to attend specific meetings. You can remove Groupthink from a meeting ahead of time,
or during the meeting, though the steps are slightly different.

### Remove Groupthink from a meeting ahead of time

1. Click "Calendar" in the Groupthink navigation bar
2. Find the meeting you want to remove Groupthink from
3. Click the "Eject" icon next to the meeting participant count

Groupthink will no longer join that meeting when it occurs. If you want to add Groupthink back to the meeting, you can
do so by clicking the event in the calendar (you should see "Add Groupthink" when hovering over the event name).

### Remove Groupthink from a meeting during the meeting from Groupthink

1. Get to the Groupthink Agenda by clicking on the event in the Groupthink Calendar, by clicking on the agenda in the
   "Agendas" view, or by clicking on the link sent to you in the Zoom, Meet, or Teams conference chat
2. On the right side of the agenda, in the "meeting" box, click on "Remove Groupthink"
3. The Groupthink assistant will leave the meeting

### Remove Groupthink from a meeting during the meeting from Zoom, Meet, or Teams

You can always remove Groupthink by asking it to leave the meeting using your conferencing application's software. Please
refer to your conferencing application's documentation for more information.


Remove Groupthink from a Meeting


You may delete organizations in Groupthink, however to avoid accidental data loss we currently don't support doing this in the user interface.

If you want to delete an organization from Groupthink, please email support@groupthink.com.


Delete an Organization


## Connecting Microsoft Outlook Calendar

During Initial Setup

- As you set up Groupthink, navigate to the second step of the setup process.
- Click on "Connect to Google Calendar" or "Connect to Outlook Calendar" to initiate the connection.

After Initial Setup

- Navigate to your user settings within Groupthink.
- Choose "Add Calendar Connection".
- Click "Connect to Outlook Calendar" to establish the link.

## Selecting the Right Calendar

Choosing a Calendar

- After connecting to your Outlook Calendar account, a dropdown will appear.
- From this dropdown, select the specific calendar you wish Groupthink to access.
- This step ensures that Groupthink interacts with relevant events, excluding non-essential calendars like birthdays or holidays.

## Customizing Groupthink's Interaction with Your Events

Setting Preferences

- Once connected, you can determine how Groupthink interacts with your calendar events.
- Choose if you want Groupthink to:
  - Automatically add agendas to events you host.
  - Attach agendas to events you attend.
  - Only attach agendas to events with a minimum of two attendees.

By setting these preferences, you ensure that Groupthink enhances your meetings without overwhelming your calendar with unnecessary agendas.

## Disconnecting Your Calendar

You may disconnect your calendar from Groupthink at any time. This will prevent Groupthink from accessing your calendar events and adding agendas to your meetings.

1. Log in to your Groupthink account
2. In the left sidebar, click **Orgs**
3. (Optional) If you are shown a list of your organizations, click on **Settings** for the organization whose calendar you want to disconnect
4. Under the _Calendar Connection_ heading, click on the red **Disconnect Calendar...** button and follow the prompts

Disconnecting your calendar will not remove any agendas or delete any past meetings or notes. It will only prevent Groupthink from accessing your calendar in the future.

If you want to delete all of your data from Groupthink, please email support@groupthink.com.


Outlook Calendar


## Extending Groupthink Functionality with Zapier

Zapier supports thousands of integrations, including Salesforce, Hubspot, Asana, Google Drive, and more. You can use
Zapier to send notes to any of these systems, or even to send a text message to your phone when your meeting ends.

### Setting Up Zapier

To get started, create a new Zap in your Zapier account. For the trigger, select "Webhooks by Zapier" and choose the
"Catch Hook" option. This will give you a URL that you can use to receive notifications from Groupthink.

### Connecting Zapier to Groupthink

Next, go back to Groupthink, click "Orgs" in the sidebar, click "Settings" on your Organization, then click
"Webhooks & Integrations". Create a new webhook and paste the URL from Zapier into the "Webhook URL" field.
You can also choose which events you want to receive notifications for.


Zapier


Managing your meeting's agenda is a breeze with Groupthink. Here's a step-by-step guide to help you get the most out of your agenda management.

### 1\. Creating Agenda Items

Every agenda in Groupthink can have an unlimited number of items. To add a new item:

- Navigate to your desired agenda.
- Agendas operate like numbered lists in text documents.
- Simply hit `Enter` after an empty line to create a new agenda item.

### 2\. Setting the Task for an Agenda Item

By default, every agenda item is set to "DISCUSS". This means the item is intended for discussion during the meeting. However, you can easily change this:

- Click on "DISCUSS" next to the agenda item.
- Choose from the following options:
  - DISCUSS: For items that need discussion.
  - FYI: For items that just need to be verbalized without much discussion.
  - TODO: For items that require action or follow-up.
  - LATER: For items to be addressed at a later date. After selecting this, you'll be prompted to enter a date in the format `YYYY-MM-DD`.

Items with dates will automatically sort to the bottom of the agenda. As the date approaches, they'll rise to the top, ensuring you never miss an important item.

### 3\. Assigning Agenda Items

Every agenda item has an assignee:

- By default, the creator of the item is the assignee.
- To reassign, click on the assignee's name. This will display a list of everyone participating in the agenda or meeting.
- Click on a participant's name to reassign the item to them.
- Alternatively, type any email address into the assignee field. Groupthink will automatically invite that person to the agenda and assign the item to them.

### 4\. Formatting Agenda Items

Agenda items are freeform text, allowing for flexibility:

- Highlight any text within an agenda item.
- A menu will appear, offering formatting options like bold, italics, bullets, and more.

### 5\. Navigating Agenda Items During a Meeting

When in an active meeting:

- Each agenda item will have a checkbox next to it.
- Check the box or click "finished" on the agenda item to mark it as complete. This will automatically move the focus to the next item.

### 6\. Taking Notes with Groupthink

For Groupthink to take notes during a meeting:

- Ensure you have an active agenda item selected.
- The selected item must not be empty. Type a brief description or a few words about the topic so Groupthink knows what to take notes about.


Managing Agenda Items


Groupthink will automatically take notes and even create Agenda items for you during your meetings.

### 1\. Free-Form Text in Agenda Items

Every agenda item in Groupthink is designed for flexibility:

- As a user, you can type anything into any agenda item. They're designed as free-form text fields, allowing you to jot down thoughts, questions, or any other relevant information.

### 2\. Automatic Transcription and Note-Taking

If Groupthink is a participant in your Zoom, Meet, or Teams conference:

- Groupthink will automatically transcribe the ongoing conversation.
- It then processes this transcription, extracting key decisions and important statements.
- These crucial points are then inserted into the relevant agenda item, appearing as if a user had manually typed them.

For this feature to work effectively:

- Ensure the agenda item selected during the discussion has a brief description or a few words about the topic. This helps Groupthink determine what's relevant to the discussion and what isn't.

#### BETA: The following features may not be available to all users.

### 3\. Automatic Agenda Building

Groupthink doesn't just take notes; it can also build the agenda based on the flow of the conversation:

- If, during a meeting, there are no additional items listed after the currently selected item, or if the agenda is entirely empty, Groupthink will spring into action.
- As the conversation progresses, Groupthink will automatically create new agenda items, ensuring that every topic of discussion is documented.

### 4\. Managing Automatic Agenda Creation

While the automatic agenda creation feature is incredibly handy, we understand that sometimes you might want more control:

- To manually manage this feature, navigate to the three-dot menu located at the top of the agenda.
- Select "Settings" from the dropdown.
- Here, you'll find a switch labeled "Autocreate Items". Toggle this switch to enable or disable the automatic creation of agenda items.


Automatic Meeting Notes


Groupthink Agendas ensure that every meeting has a clear purpose and structure. Whether you're automating the process or crafting a custom agenda, sharing it with participants is straightforward. This guide will walk you through creating and sharing agendas seamlessly.

1.  Craft detailed agendas for your meetings, either manually or automatically.
2.  Share your agendas with attendees effortlessly, ensuring everyone is prepared and on the same page.
3.  Invite new users to Groupthink through the sharing process, expanding your collaborative network.

### Creating Agendas

Automatic Agenda Creation

- With a connected Google Calendar, agendas can be generated automatically based on your preferences.

Manual Agenda Creation

- Navigate to the agendas page within your Groupthink account.
- Click on "Create Agenda" to start crafting your custom agenda.

### Sharing Agendas

Automatic Sharing with Event Attendees

- If your agenda is attached to a calendar event, it will be shared automatically with all listed attendees.
- This sharing applies regardless of the attendee's acceptance status for the event.

Manual Sharing via the Agenda Interface

- Open the specific agenda you wish to share.
- Click on "Share" located at the top of the agenda.
- In the share form that appears, type in the email address of the person you want to share the agenda with.

Sharing via Assignee Field on Agenda Items

- Within an agenda, navigate to the Assignee field of any agenda item.
- Type in the email address of the individual you wish to share the agenda with.
  - If the email belongs to an existing Groupthink user, they will be added to the agenda immediately.
  - If the email is not associated with a Groupthink account, a new account will be created for that individual. They will receive an email invitation to join Groupthink and access the shared agenda.


Create & Share Agendas


Concluding your meeting efficiently is crucial for maintaining the momentum of your discussions and ensuring that all participants leave with a clear understanding of the outcomes. Groupthink offers intuitive features to help you wrap up your virtual meetings seamlessly.

1.  Meetings may conclude automatically or manually, based on your preferences.
2.  Discussed Agenda items are automatically archived and included in the meeting Recap for future reference.
3.  A comprehensive recap of your meeting, including detailed notes and a full transcript, is automatically generated after every meeting.

### Automatic Meeting Conclusion

Inactivity-Based Ending

- Groupthink will automatically end the meeting after 10 minutes of no activity in the conference.
- This feature applies to meetings where no participants ever joined, as well as meetings where all participants have left.

### Manually Ending the Meeting

Access the Agenda Sidebar

- Navigate to the Groupthink agenda associated with your ongoing meeting.

End the Meeting

- Click on "End Meeting" within the Agenda sidebar.
- This action will prompt the Groupthink bot to leave the Teams, Meet, or Zoom conference immediately.

### Post-Meeting Actions

Archiving Completed Agenda Items

- Once the meeting concludes, all agenda items that were marked as complete (by checking the box next to the item) will be archived automatically.
- Archived items can be accessed later for reference, ensuring that you retain a record of all completed discussions.

Receiving a Meeting Recap

- After the meeting ends, Groupthink will generate a detailed recap.
- This recap will cover the discussion points of each agenda item, providing notes for every item discussed.
- Additionally, a complete transcript of the call will be included, ensuring that you have a comprehensive record of the entire meeting.
- A link to the recap, along with a brief summary, will be emailed to everyone attached to the Agenda, even if they didn't participate in the meeting.


Ending a Meeting


Groupthink's GitHub integration offers a seamless experience for translating your meeting agenda items directly into actionable GitHub issues. Gone are the days of copying and pasting, or transcribing your notes post-meeting. Instead, take advantage of this integration to save time and ensure that important tasks are immediately documented and actionable.

- Reduce the need to switch between platforms, making the creation of GitHub issues from your meeting's agenda a breeze.
- Minimize the risk of misinterpreting or forgetting to transfer action items from your meetings.
- Provide a direct link back to the original agenda for context, ensuring that everyone involved can understand the genesis and intent of the GitHub issue.

## Configure the GitHub Integration

1. **Choose an Agenda**
   - Start by opening the agenda where you wish to integrate with GitHub.
   - Click the three-dot options menu located at the top right corner of the agenda.
2. **Setup the Integration**
   - Click on "Configure Github Integration" from the dropdown menu.
   - A new window or pane will appear, prompting you for the GitHub repo's URL.
   - Ensure that the URL you provide is the root of the repository (e.g., https://github.com/username/repositoryname).

## Create GitHub Issues from an Agenda

1. **Select the Agenda Item**
   - Navigate to the specific agenda item you wish to convert into a GitHub issue.
   - Highlight the desired text within the agenda item that you want to transfer.
2. **Create the GitHub Issue**
   - Upon highlighting the text, a menu will pop up above the highlighted section.
   - Click on the GitHub logo within this menu. This action will direct you to a new GitHub issue page.
3. **Finalize the Issue**
   - On the GitHub issue page, you'll find the body of the issue pre-filled with the text you selected.
   - A link back to the original agenda in Groupthink will also be provided for reference.
   - Add any additional information, assignees, labels, or tags as you usually would with any GitHub issue.
   - Once you're satisfied, click “Submit” to create the new issue.


Github


Groupthink creates a dynamic slide show in real-time, allowing participants to follow along with ease. After joining
your Meet, Teams, or Zoom call, Groupthink will automatically document the conversation and create a
new slide visible in the bot's video feed with the agenda title and latest notes.

- Add a visual aid during calls, ensuring participants are engaged and on the same page.
- Automatically document the conversation, reducing the need for manual note-taking and post-meeting summaries.
- Visual representation of discussions allows for better understanding and retention of the meeting's content.

## Invite the Bot to Your Call

**Automatically via Your Calendar**
If you have a calendar event with conferencing details for Meet, Teams, or Zoom, Groupthink will automatically join the conference as the meeting starts.

**Manually via the Agenda**

- Click "Start Impromptu Meeting" in the Agenda sidebar
- Paste in the URL for your Meet, Teams, or Zoom call
- Click "Join Meeting"
- The bot may ask to join the call - make sure to accept the request

## Experience the Real-Time Slideshow

As the discussion progresses, the bot will actively document key points and create notes.

- The bot will project a slide that continuously updates with the latest notes.
- This slide will be displayed as if it's a video feed, allowing participants to see the evolving content just like they would view a presenter's shared screen.
- There's no need for any user intervention; the slideshow will autonomously adapt and change based on the conversation's progression.


Transform Live Calls into Real-Time Slideshows


Groupthink offers a streamlined process to initiate meetings, whether they're scheduled or impromptu. With seamless integration into your calendar events and the flexibility to start a meeting on-the-fly, Groupthink ensures that your discussions are always productive and well-documented.

- Benefit from automatic meeting starts linked to calendar events.
- Have the flexibility to start impromptu meetings when needed.
- Enjoy a seamless experience with Meet, Teams, or Zoom conferences.

## Automatic Meeting Start with Calendar Integration

**Link Your Calendar Event**

1.  Schedule your meeting using your preferred calendar application.
2.  Ensure that your Meet, Teams, or Zoom conferencing details are included in the calendar event.
3.  Groupthink will detect the upcoming meeting and get ready to join.

**Meeting Commencement**

1.  As the time for your scheduled meeting approaches, Groupthink will automatically join the conference a few minutes in advance.
2.  The Groupthink bot will be present to document the conversation, providing real-time notes and slides for all participants.

## Starting an Impromptu Meeting

**Initiate the Meeting**

1.  Navigate to the Groupthink dashboard.
2.  Click on "Start Impromptu Meeting".
3.  Provide the URL for your Meet, Teams, or Zoom conference in the designated field.

**Joining the Conference**

1.  Once the URL is provided, Groupthink will immediately join the conference.
2.  The Groupthink bot will start documenting the discussion, ensuring that every point is captured and made available to all participants in real-time.


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