
Meeting Dossiers are personalized briefings that help you prepare for upcoming meetings by providing enriched information about attendees. Delivered 24 hours before your meetings, dossiers give you valuable context about who you're meeting with and help you have more meaningful conversations.

Key benefits of Meeting Dossiers:

- Get professional background information about meeting attendees
- Review past interactions and relationship history
- Receive AI-generated conversation tips
- Prepare more effectively for important meetings

## What's Included in a Dossier

Each dossier contains comprehensive information about your meeting attendees:

### Professional Information

- **Name and photo** - Profile pictures when available
- **Current role and company** - Job title and employer details
- **Professional headline** - Brief professional summary
- **Location** - Where attendees are based

### Relationship Context

- **Past interactions** - Summary of your previous meetings and conversations
- **Quick tips** - AI-generated suggestions for conversation topics
- **Interaction history** - Number of past interactions and when you last connected

## When Dossiers Are Sent

Meeting Dossiers are automatically sent via email approximately 24 hours before your scheduled meetings. This timing ensures you have adequate time to review attendee information and prepare for your conversations.

Requirements for receiving dossiers:

- The meeting must have at least one other attendee (besides yourself)

### Email Notifications

Dossiers are delivered via email to ensure you receive them even when you're not actively using Groupthink. Each dossier email includes:

- Meeting title and time
- Duration and day of the meeting
- Attendee cards with enriched information
- Direct link to prepare meeting notes in Groupthink

## Understanding Data Quality

We make our best effort to find accurate, up-to-date information about meeting attendees, but data quality can vary:

### High-Quality Data

- Registered Groupthink users (verified information)
- Professionals with complete online profiles
- People you've met with previously

### Limited Data Scenarios

- New contacts without public profiles
- Generic email addresses (e.g., info@company.com or joe@gmail.com)
- Recently changed job information

When complete information isn't available, dossiers will show the email address and any partial data we can find. Even limited information can be helpful for meeting preparation.

## Making the Most of Dossiers

To get maximum value from Meeting Dossiers:

1. **Review before meetings** - Take a few minutes to review attendee information
2. **Use conversation tips** - Consider the AI-generated suggestions for discussion topics
3. **Note past interactions** - Reference previous conversations when relevant
4. **Prepare meeting notes** - Click the button in the dossier email to start your meeting notes

### Best Practices

- Review dossiers the evening before or morning of your meeting
- Use the information to personalize your approach
- Focus on building genuine connections, not just data points
- Combine dossier insights with your meeting agenda

## Troubleshooting

### Not Receiving Dossiers

If you're not receiving dossiers for your meetings:

- Check that meetings have other attendees besides yourself
- Confirm dossier emails aren't going to spam


Meeting Dossiers


Groupthink's Gmail integration transforms how you handle email by leveraging AI to manage your inbox efficiently. With this integration, you can focus on important communications while your AI Employee handles routine email tasks.

- Free yourself from inbox overload by automatically processing unimportant emails
- Save time with AI-drafted responses based on your communication style
- Streamline email workflows through customizable recurring tasks
- Maintain control with drafts that await your review before sending

## Creating a Gmail AI Assistant

1. **Access AI Employees**

   - Navigate to AI Employees in the left sidebar of your Groupthink dashboard
     ![AI-employees](/assistant/gmail/1_AI-employees.png)

2. **Select the Template**

   - Browse through the available AI employee templates
   - Each template is designed for specific workflow integrations
     ![Create-AI-Employee](/assistant/gmail/2_Create-AI-Employee.png)

3. **Choose Gmail Inbox Manager**
   - Click on the Gmail Inbox Manager option to begin setup
   - This specialized assistant is configured specifically for email management
     ![Gmail-inbox-manager](/assistant/gmail/3_Gmail-inbox-manager.png)

## Connecting to Gmail

1. **Authorize Access**

   - Click the Gmail "Connect" button to initiate the authorization process
   - This secure connection allows your AI Employee to work with your emails
     ![email-assistant-gmail-connect](/assistant/gmail/4_email-assistant-gmail-connect.png)

2. **Complete Authentication**
   - Sign in to your Google account if prompted
   - Review the permissions requested by Groupthink
   - Click "Allow" to grant access for email management
   - Your credentials remain secure and are not stored by Groupthink

## Configuring Your Email AI Employee

The Gmail AI Employee comes pre-configured with productivity-enhancing tasks:

1. **Review Default Tasks**

   - Examine the recurring tasks that handle routine email processing
   - These tasks run in the background to keep your inbox organized
     ![recurring-tasks](/assistant/gmail/5_recurring-tasks.png)

2. **Customize Task Instructions (Optional)**

   - Review the detailed instructions for each automated task
   - Modify these instructions to match your email management preferences
     ![recurring-tasks-instructions](/assistant/gmail/5_1_task-instructions.png)

3. **Create Custom Tasks (Optional)**
   - Add new tasks tailored to your specific email workflow needs
   - Set frequency and detailed instructions for each task

## Testing Your Gmail AI Employee

### Test Automatic Email Processing

1. **Send a Test Email**

   - Send yourself an email from another account
   - Include trigger phrases like "not important" or "unsubscribe" to test filtering
     ![write-an-email-to-yourself](/assistant/gmail/6_write-an-email-to-yourself.png)

2. **Verify Processing**
   - Check your "All Mail" folder to confirm the AI Employee has archived the message
   - The AI identifies unimportant emails based on content and formatting cues
     ![receive-unimportant-email](/assistant/gmail/7_receive-unimportant-email.png)

### Test Email Drafting

1. **Chat with Your AI Employee**

   - Navigate to your private chat room with your Gmail AI Employee
   - This dedicated space allows you to make direct requests
     ![chat-with-assistant](/assistant/gmail/8_chat-with-assistant.png)

2. **Request an Email Draft**

   - Describe the email you need with appropriate context and requirements
   - Be specific about tone, purpose, and key information to include
     ![email-assistant-make-a-request](/assistant/gmail/9_email-assistant-make-a-request.png)

3. **Receive Confirmation**

   - Your AI Employee will notify you when the draft is complete
   - The confirmation includes a summary of the email created
     ![email-asssistant-confirm](/assistant/gmail/10_receive-update.png)

4. **Review and Send**
   - Check your Gmail drafts folder to find the prepared email
   - Review, edit as needed, and send when ready
     ![view-draft](/assistant/gmail/11_view-draft.png)

## Optimizing Your Gmail Experience

- Start with simple, routine correspondence to familiarize your AI Employee with your writing style
- Regularly check processed emails during initial setup to ensure accurate filtering
- Provide detailed contexts for draft requests to receive more relevant responses
- Fine-tune task configurations based on observed performance and changing needs

## Troubleshooting Connection Issues

If you encounter problems with your Gmail integration:

1. Verify your connection status in the AI Employee settings
2. Ensure all permissions were properly granted during the authorization process
3. Check the AI Employee's chat history for any error notifications
4. For persistent issues, contact support@groupthink.com for assistance

You may disconnect your Gmail integration at any time by visiting User Settings > Connections & Integrations and removing the Gmail connection.


Gmail


Groupthink can capture audio directly from your computer for meetings, calls, and other audio sources. This tool provides secure recordings without requiring a meeting bot to join your video conference.

## 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
- **Private Agenda by Default** - Private recordings create private agendas that are only visible to you
- **Powerful AI Integration** - Access all of Groupthink's AI features for meeting notes and analysis

> **Warning** - It is the user's responsibility 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+ and Windows 10+

## Installation

1. Download and install the Groupthink desktop application
   - [macOS](https://agendas.groupthink.com/downloads/mac) (Apple Silicon)
   - [macOS](https://agendas.groupthink.com/downloads/mac-intel) (Intel)
   - [Windows](https://agendas.groupthink.com/downloads/windows)
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 "New Meeting Notes" in the desktop app
3. Select "Privately Recorded Meeting"
4. Your meeting recording will begin immediately
5. When prompted, accept the system permission requests for microphone and system audio access

### Starting from Calendar

You can also start private recording from your Groupthink calendar:

1. Go to the Calendar section in Groupthink
2. Find your meeting and click the menu (three dots)
3. Select "Add Invisible Note Taker"
4. When the meeting starts, Groupthink will privately record it through your desktop app

### Converting Existing Meetings to Private

If you've already set up a meeting with the Groupthink bot:

1. Go to the Calendar or Agenda view
2. Click the menu (three dots)
3. Select "Switch to Private Recording"
4. A new private agenda will be created with a copy of the shared content
5. The original shared agenda will be archived

## Managing Your Recordings

Private recordings are handled similarly to other meetings, but with enhanced privacy:

1. Access all recordings from your meeting recaps page
2. View transcripts, notes, and summaries generated by Groupthink AI
3. Private recordings are marked with a "Private" indicator
4. Your meeting content is only visible to you by default
5. You can share specific elements if desired, while maintaining privacy for the rest

## Converting to Shared Recording

If you later decide you want to make a private recording available to others:

1. Open the meeting or agenda
2. Click the menu (three dots)
3. Select "Switch to Shared Agenda"
4. A new shared agenda will be created (note: your private content won't be transferred to maintain privacy)
5. You'll need to add content to the new shared agenda manually

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


Privately Recording Meetings


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
   - On Windows: Settings > Privacy > Microphone/Camera
2. Verify your audio devices are properly connected and selected as inputs
3. Restart the Groupthink application and try recording again
4. Restart your computer and try recording again
5. On Windows: Review Microsoft's Windows audio troubleshooting steps
   - [Fix Sound or Audio Problems in Windows](https://support.microsoft.com/en-us/windows/fix-sound-or-audio-problems-in-windows-73025246-b61c-40fb-671a-2535c7cd56c8)

### 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:

#### macOS

- 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 Meeting 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 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 for the following platforms:

- [Mac][download-mac]
- [Windows][download-windows]

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

### Mac Setup Instructions

1. Download the package for [macOS](https://groupthink.com/download/mac), or choose `Groupthink-arm64.dmg` from the [list of downloads][all-downloads] under the "Assets" section - this version is for Macs with Apple Silicon (M1 or better).
   - If your Mac is powered by an Intel processor, please download the [Mac Intel version][download-mac-intel], or choose `Groupthink-x64.dmg` from the [list of downloads][all-downloads].
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][groupthink-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 System Audio or Microphone Access, click on "Open System Preferences" and enable access for Groupthink

### Windows Setup Instructions

1. [Download the package for Windows 10/11][download-windows] or choose `Groupthink-Setup.exe` from the [list of downloads][all-downloads] under the "Assets" section
2. Locate the installer on your computer and double-click to start installation
3. Follow the instructions in the installer
4. Follow the rest of the instructions to finish installation
5. Open the Start menu and click Groupthink
6. Sign in using your existing Groupthink account, or [sign up][groupthink-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

[download-mac]: https://groupthink.com/download/mac
[download-windows]: https://groupthink.com/download/windows
[download-mac-intel]: https://groupthink.com/download/mac-intel
[all-downloads]: https://github.com/Groupthinkai/groupthink/releases/latest
[groupthink-signin]: https://agendas.groupthink.com/signin


Groupthink Desktop App


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


## Understanding Groupthink's Pricing

Groupthink offers a simple and transparent pricing model:

- **Free Trial**: Get started with 20 free meetings (lifetime) that include AI notes, recordings, and unlimited meeting length. No credit card required.
- **Pro Plan**: $15/month for unlimited meetings after your free trial expires

### What Happens After 20 free Meetings?

Once you've used your 20 free meetings, you'll need to upgrade to the Pro plan to continue accessing your meeting notes, recordings, and other features. Without an active subscription, you won't be able to view your past meeting content or create new meetings.

## How to Upgrade to Pro

To upgrade your account to the Pro plan:

1. Click on your profile picture in the bottom left corner of the Groupthink app
2. Select "User settings" from the menu
3. Navigate to the "Billing" tab
4. Click the "Start Upgrade..." button
5. Enter your payment information and complete the subscription

You can also upgrade by clicking on any "Trial Expired - Upgrade Now!" or "X meetings remaining" notifications in the app.

## Managing Your Subscription

### Accessing Your Billing Portal

To manage your existing subscription, update payment methods, or view invoices:

1. Go to User Settings > Billing tab
2. Click the "Manage Billing" button
3. You'll be redirected to the secure billing portal powered by Stripe

From the billing portal, you can:

- View and download invoices
- Update your payment method
- Add or change your credit card
- Update billing information
- View your payment history

### Updating Your Credit Card

To update your payment method:

1. Access the billing portal (User Settings > Billing > Manage Billing)
2. Click "Add payment method" or update your existing payment method
3. Enter your new credit card information
4. Save your changes

## Canceling Your Subscription

To cancel your Pro subscription:

1. Go to the billing portal (User Settings > Billing > Manage Billing)
2. Navigate to your active subscription
3. Click "Cancel subscription"
4. Follow the prompts to confirm cancellation

Your subscription will remain active until the end of your current billing period. After cancellation, you'll lose access to your meeting content once the billing period ends.

## Downgrading Your Plan

Currently, Groupthink offers two tiers: Free (20 meetings lifetime) and Pro (unlimited). If you cancel your Pro subscription, your account will effectively downgrade, but you won't get additional free meetings. The initial 20 free meetings are a one-time lifetime allowance.

## Getting Support

If you need help with billing, subscription management, or have any questions about your account:

- Email our support team at **support@groupthink.com**
- Include your account email and a description of your issue
- Our team typically responds within 24-48 hours

For immediate assistance with payment issues or billing concerns, please reach out to support@groupthink.com with your account details.

## Frequently Asked Questions

### Do I need a credit card for the free trial?

No, you can use your 20 free meetings without providing any payment information.

### What payment methods do you accept?

We accept all major credit cards (Visa, MasterCard, American Express, Discover) and US bank accounts through our secure payment processor, Stripe.

### Can I get a refund?

Please contact support@groupthink.com for refund requests. We handle these on a case-by-case basis.

### Is my payment information secure?

Yes, all payment processing is handled by Stripe, a PCI-compliant payment processor. Groupthink never stores your credit card information directly.


Managing Your Billing & Subscription


## 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, or you might prefer to use Private Desktop Recording instead of having the Groupthink bot join your call. Here's how to manage Groupthink's participation in your meetings.

## Remove Groupthink Bot from a Meeting

### Remove 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 During the Meeting from Groupthink Interface

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 During the Meeting from Video Conference Interface

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.

## Switch to Private Recording Mode

If you want to remove the visible Groupthink bot but still have meeting notes and transcription, you can switch to Private Desktop Recording:

### Switch from Calendar View

1. Click "Calendar" in the Groupthink navigation bar
2. Find the meeting you want to switch to private recording
3. Click the menu (three dots)
4. Select "Switch to Private Recording" or "Add Invisible Note Taker"
5. Confirm your choice in the dialog that appears

### Switch from Agenda View

1. Open the agenda for your meeting
2. Click the menu (three dots) in the top-right corner
3. Select "Switch to Private Recording"
4. Confirm in the dialog that explains the changes

This will create a new private agenda for you and archive the shared agenda. When the meeting occurs, you'll need to use the Groupthink Desktop App to record it privately instead of having the bot join.

## Managing Private Recording

When using Private Recording mode:

1. Other participants won't see Groupthink in the meeting
2. You'll need to use the Groupthink Desktop App to capture the meeting
3. Notes and transcripts will be private to you by default
4. You can later convert back to shared mode if needed

See our [Private Desktop Recording](/docs/private_desktop_recording) guide for more details on using this feature.


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.

### 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.

### 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.

### 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.

### 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.

### 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.

### 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, whether you're using the visible Groupthink bot or private desktop recording.

## 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.

## Automatic Transcription and Note-Taking

Groupthink captures meeting content in two ways:

### With Visible Bot

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.
- All participants can see the Groupthink bot in the meeting.
- Notes are added to a shared agenda visible to all participants by default.

### With Private Desktop Recording

If you're using Private Desktop Recording through the Groupthink app:

- Groupthink captures audio directly from your computer without joining the meeting.
- The transcription and note-taking process works the same as with the visible bot.
- Other participants don't see Groupthink in the meeting.
- Notes are added to a private agenda visible only to you by default.
- You can choose to share specific notes later if desired.

For both methods 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.

## 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.

## Private vs. Shared Notes

Groupthink offers two types of notes based on your recording method:

### Private Notes (Desktop Recording)

- Created when using Private Desktop Recording
- Visible only to you by default
- Perfect for confidential meetings or personal notes
- Can be selectively shared later if needed
- Indicated with a "Private" label in the interface

### Shared Notes (Bot Recording)

- Created when the Groupthink bot joins your meeting
- Visible to all meeting participants by default
- Support collaborative editing during and after meetings
- Permission levels can be adjusted for different participants

## Converting Between Private and Shared

You can convert between private and shared notes:

1. Open the meeting agenda
2. Click the menu (three dots)
3. Select "Switch to Private Agenda" or "Switch to Shared Agenda"
4. Follow the prompts to complete the conversion

Note: When converting from private to shared, no content is transferred automatically to protect your privacy. When converting from shared to private, the content is copied to your private agenda.


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 calendar, agendas can be generated automatically based on your preferences.
- You can choose whether agendas are created as private (visible only to you) or shared (visible to all participants).

### Manual Agenda Creation

- Navigate to the agendas page within your Groupthink account.
- Click on "Create Agenda" to start crafting your custom agenda.
- Select whether you want a private or shared agenda during creation.

### Private vs. Shared Agendas

Groupthink offers two types of agendas:

**Private Agendas**

- Visible only to you
- Created automatically when using private recording
- Ideal for sensitive meetings or personal notes
- Can be later converted to shared agendas if needed

**Shared Agendas**

- Visible to all meeting participants by default
- Collaborative, allowing multiple users to contribute
- Created when Groupthink bot joins meetings
- Support various permission levels for different participants

## Sharing Agendas

### Automatic Sharing with Event Attendees

- If your agenda is attached to a calendar event and set as shared, it will be shared automatically with all listed attendees.
- This sharing applies regardless of the attendee's acceptance status for the event.
- Private agendas are not automatically shared with attendees.

### 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.
- Select the appropriate permission level (Host, Participant, or Viewer).

### 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.

### Converting Between Private and Shared Agendas

You can convert between private and shared agendas as your needs change:

**To convert from private to shared:**

1. Open the private agenda
2. Click the menu (three dots)
3. Select "Switch to Shared Agenda"
4. A new shared agenda will be created
5. Note: Content is not transferred to protect your privacy

**To convert from shared to private:**

1. Open the shared agenda
2. Click the menu (three dots)
3. Select "Switch to Private Agenda"
4. A new private agenda will be created with a copy of the shared content
5. The original shared agenda will be archived

### Setting Agenda Permissions

For shared agendas, you can set different visibility levels:

- **Organization Members** - Visible to anyone in your organization
- **Specific Individuals** - Visible only to people you explicitly share with
- **Public** - Visible to anyone with the link (use with caution)

You can also set user roles:

- **Host** - Can edit agenda and change sharing permissions
- **Participant** - Can edit agenda but not change sharing permissions
- **Viewer** - Can only view the agenda, cannot edit


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 multiple ways to start meetings, whether you're recording private notes, hosting a video conference directly in Groupthink, or connecting to existing Meet, Teams, or Zoom calls. With seamless calendar integration and flexible meeting options, Groupthink ensures your discussions are productive and well-documented.

- Record private meeting notes for your Meet, Teams, or Zoom conferences
- Start video meetings directly in Groupthink with built-in notes and transcription
- Add Groupthink to existing meetings or schedule new ones on your calendar
- Benefit from automatic meeting starts linked to calendar events

## Starting a Meeting Using the "New Meeting Notes" Button

The "New Meeting Notes" button in the sidebar provides several options for starting or joining meetings:

### Record Private Meeting Notes

Record and transcribe meetings confidentially from Google Meet, Microsoft Teams, or Zoom without other participants knowing Groupthink is involved:

1. Click the "New Meeting Notes" button in the sidebar
2. Select "Record Private Meeting Notes"
3. A dialog will appear explaining that Private Recording requires the Groupthink Desktop app

**If you already have the desktop app installed:**

1. In the Groupthink desktop app, click "New Meeting Notes"
2. Select "Privately Recorded Meeting"
3. When prompted, accept the permission requests for microphone and system audio access
4. Join your Meet, Teams, or Zoom meeting as usual
5. The recording stays private on your device and captures both your microphone and system audio
6. Groupthink will generate notes, transcripts, and summaries automatically

**If you need to install the desktop app:**

- Download the app for your platform (macOS 14.4+ or Windows 10+)
- Follow the [installation instructions](/docs/desktop) for setup guidance
- The download links are available from the dialog or the Downloads section

**Important Notes**:

- No Groupthink bot will join your meeting - your use remains invisible to other participants
- Private Desktop Recording captures ALL system audio (including background media)
- Your microphone will be recorded even if it's muted in your video conferencing app
- It is your responsibility to comply with local recording laws
- For troubleshooting help, see our [troubleshooting guide](/docs/troubleshooting_private_desktop_recording)

### Start a Groupthink Video Meeting

Host a video conference directly in Groupthink with built-in notes and transcription:

1. Click the "New Meeting Notes" button in the sidebar
2. Select "Start Groupthink Video Meeting"
3. You'll be taken directly to a new meeting room titled "New Meeting"
4. Configure your camera and audio settings
5. Click "Join Now" to start the meeting
6. Share the meeting link with participants (displayed on screen and can be copied with the "Copy meeting link" button)
7. Groupthink will automatically document the conversation with real-time notes

### Add Groupthink to an Existing Meeting

Connect Groupthink to a previously scheduled Meet, Teams, or Zoom meeting:

1. Click the "New Meeting Notes" button in the sidebar
2. Select "Add Groupthink to an existing Meet, Zoom, or Teams meeting..."
3. If you have a calendar connected, a dialog will appear asking for the meeting URL
4. Paste your Meet, Zoom, or Teams meeting URL in the text field
5. Click the "Add Groupthink" button
6. Groupthink will request to join your meeting
7. You must admit Groupthink to the meeting for the assistant to take notes

### Schedule a Calendar Meeting

Create a new calendar event with Groupthink integration:

1. Click the "New Meeting Notes" button in the sidebar
2. Select "Schedule a meeting on your calendar..."
3. A form will appear where you can enter meeting details:
   - Title
   - Date and time
   - Attendees
   - Description
   - Agenda
4. Click the "Create Event" button to schedule the meeting
5. The event will be added to your calendar with Groupthink video conferencing capabilities

## Connecting Your Calendar

To enable calendar-related features:

1. Navigate to the Calendar page by clicking "Calendar" in the sidebar
2. Choose your calendar provider:
   - "Connect" button for Google Calendar
   - "Connect" button for Microsoft Outlook
3. Follow the authorization steps required by your calendar provider
4. Once connected, your calendar events will appear in Groupthink
5. You can now use calendar-related features like scheduling meetings and adding Groupthink to existing meetings

## Automatic Meeting Start with Calendar Integration

For meetings scheduled through your connected calendar:

1. Ensure your Google or Microsoft calendar is connected to Groupthink
2. Schedule your meeting using your preferred calendar application
3. Ensure that your Meet, Teams, or Zoom conferencing details are included in the calendar event
4. Groupthink will detect the upcoming meeting and get ready to join
5. As the time for your scheduled meeting approaches, Groupthink will automatically join the conference
6. The Groupthink bot will document the conversation, providing real-time notes and slides for all participants


Documentation

Account Management

Desktop App

Integrations

Meetings

Notifications

Productivity Tools