
Sometimes the Groupthink bot doesn't capture a meeting — it failed to join, the transcript came back empty, or you used a different notetaker (Gemini, Granola, Otter, Fireflies) for that call. You don't lose the meeting. If you have notes or a transcript from anywhere, you can add them to the existing meeting and Groupthink will build the recap from them.

## When to use this

- The Groupthink bot didn't join, or joined but captured nothing.
- You ran another notetaker on the call and have its transcript or summary.
- You took notes by hand, or have an agenda you want on the record.

The meeting still exists in Groupthink even when the bot captures nothing — there's a recap page waiting for content.

## Backfill the recap

1. Open the meeting from your dashboard or calendar and go to its recap page.
2. On the recap header, click **Log Interaction**.
3. Paste your transcript, summary, or notes into the form and save.

Groupthink runs the pasted content through the same pipeline as a live recording. It writes the recap summary and updates the relationship intelligence for the people on the call — so the conversation still counts toward what you know about them over time.

## What you can paste

Anything text-based works:

- A transcript or summary from Gemini, Granola, Otter, Fireflies, or your conferencing tool's native transcript
- Notes you typed during or after the call
- An agenda you drafted elsewhere, so the recap reflects what you planned to cover

Groupthink doesn't need its bot in the meeting to work. The bot is one way to capture a conversation; pasted notes are another, and they feed the same relationship intelligence.

## Related

- [Automatic Meeting Notes](/docs/automatic_notes)
- [Relationships](/docs/relationships)
- [Known Issues](/docs/known_issues)

---

_If a meeting is missing and there's no recap page to add notes to, contact us at support@groupthink.com._


Recover a Meeting Recap When the Notetaker Fails


You can share an agenda, notes, or recording with anyone by email — they don't need a Groupthink account first.

When you share with an address that isn't already on Groupthink (through the **Share** button, an agenda item's assignee field, or automatically as a calendar attendee), we create a free account for them, add them to the agenda as a **Viewer**, and email them an invitation with a link. No password, no paid plan. They open it by signing in — see [How to View Meeting Notes Shared With You](/docs/view_shared_meeting_notes).

You can pick a different role when you share: **Viewer** (read-only, the default), **Participant** (can edit), or **Host** (can edit and manage sharing). More in [Managing Agenda Permissions](/docs/agenda_permissions).

Shared agendas attached to a calendar event reach everyone on the invite automatically, accounts or not. Private agendas never do.


Sharing a Meeting With Someone Who Doesn't Have an Account


When you attend a meeting a Groupthink bot recorded, or someone shares one with you, the recap email arrives at the address on the calendar invite. The summary, decisions, and action items are right there in the email — no sign-in needed to read them.

To open the full transcript and recording, click the link in the email and sign in. Signing in is passwordless: enter your email, click the link we send back, and you're in. There's no password, and the account is created for you the first time a meeting is shared with you.

## Troubleshooting

- **Link expired?** Sign-in links are single-use. Request a fresh one at [agendas.groupthink.com/signin](https://agendas.groupthink.com/signin).
- **Didn't get the link?** Check spam, and use the same address the meeting was shared to. Still nothing? Email [support@groupthink.com](mailto:support@groupthink.com).
- **Only seeing the summary?** The full transcript and recording are behind the sign-in; the email itself carries just the highlights.

Don't want an account? Ignore the email, or ask us to remove your address at [support@groupthink.com](mailto:support@groupthink.com).


How to View Meeting Notes Shared With You

When you record a meeting privately with the Groupthink desktop app, it captures
what people say. On-screen content capture adds what people _show_ — the figure on
a dashboard, the number on a slide, the line item in a spreadsheet — so those
details land in your notes and dossiers instead of disappearing when the call ends.

It runs entirely on your Mac. Groupthink reads the text off the window you choose,
and only that text is sent to Groupthink. Images of your screen never leave your
computer and are never stored.

## What gets captured, and what doesn't

- You pick one window to capture. Groupthink reads only that window — not your full
  screen, and not any other app.
- Groupthink extracts the **text** visible in that window and adds it to your
  meeting. The screenshots themselves stay on your computer and are discarded once
  the text has been read.
- Captured content is saved with the meeting and marked as screen-shared content.
  It's private by default, the same as the rest of your private recording.

## Before you start

On-screen content capture is available in the **Groupthink desktop app for macOS**.
The first time you use it, you'll grant Screen Recording permission (steps below).

## Capturing a window

1. Start a private recording from a meeting in the desktop app, the way you normally do.
2. In the meeting header, find the capture control labeled
   **"Also capture a window — text only, stays on device"** and click it.
3. Choose the window you want to capture. Each option shows a thumbnail so you can
   confirm you've picked the right one. If you'd rather record audio only, choose
   **Skip — audio only**.
4. Groupthink starts reading text from that window and adds it to the meeting as the
   content changes. The control updates to **"Capturing: [window name]."**
5. To stop capturing the window without ending your recording, click the **X** on the
   capturing label. Your audio keeps recording.

![Groupthink desktop meeting header with the capture control before a window is selected](/on-screen-content-capture-control.png)

_The capture control sits in the meeting header, next to the Private and Local capture labels._

![The Choose a window to capture dialog showing a grid of open windows to pick from](/on-screen-content-capture-picker.png)

_Pick the one window to read text from. Each option shows a thumbnail so you can confirm the right one._

![The meeting header showing the active Capturing state for the selected window](/on-screen-content-capture-capturing.png)

_Once capturing, the control shows the window name and an X to stop reading it without ending your recording._

## Granting Screen Recording permission (macOS)

The first time you capture a window, macOS asks for Screen Recording permission:

1. If the window list is empty or shows a permission message, click **Open System Settings**.
2. Under **Privacy & Security > Screen Recording**, turn on Groupthink.
3. Quit and reopen Groupthink so the permission takes effect, then start capturing again.

macOS sometimes resets this permission after an app update. If your window list is
suddenly empty, re-check this setting.



## Where captured content shows up

Text read from the window is added to the meeting alongside the transcript. After the
meeting, it flows into your notes and into the relationship dossiers for the people on
the call, attributed as screen-shared content. A shared dashboard or slide often holds
the most concrete detail in a meeting, so this is usually where the specific numbers
and names end up.

## Availability

- macOS desktop app only. It isn't on the web app or the Windows desktop app yet.
- Full-screen capture isn't offered. Capture is scoped to a single window on purpose,
  so you stay in control of exactly what's read.

## Related

- [Groupthink Desktop App](desktop)
- [Troubleshooting Private Meeting Recording](troubleshooting_private_desktop_recording)

Capturing On-Screen Content


Groupthink separates a meeting's audio into individual speakers as it transcribes. Until you tell it who's who, those speakers show up as generic labels like **Mic Speaker 1** or **Conference Speaker 1**. Assign a label to a participant once and every line that speaker said — earlier in the meeting and for the rest of it — switches to that person's name and avatar.

This matters beyond a tidier transcript. The name you assign is the attribution Groupthink uses to build each person's profile and surface what they said in your briefs. Getting it right means the right intel lands on the right person.

## Assign a speaker

You can do this during a live meeting or afterward on the recap.

1. Open the transcript — in a live meeting it's in the center column; on a finished meeting, go to the **Recap** tab and scroll to the **Transcript** section.
2. Click a speaker label (for example, **Mic Speaker 1**).
3. Pick the person from the list of meeting participants.

Every line from that speaker updates to the participant's name and avatar right away. There's no separate save step.

## Good to know

- **It applies to the whole meeting.** Mapping a label reassigns all of that speaker's lines at once, not just the one you clicked.
- **It keeps working for the rest of the meeting.** New lines from a mapped speaker come in already attributed.
- **You can change it.** Reassign a label to a different participant and the lines move over.
- **It syncs.** If a teammate has the same meeting open, your change shows up on their screen too.
- **Only meeting participants appear in the list.** If the person you want isn't there, they weren't on the meeting Groupthink captured.

## Why a speaker stays unlabeled

A label like "Mic Speaker 1" just means Groupthink heard a distinct voice it couldn't match to a name on its own — usually someone dialing in on a shared line or a device whose audio doesn't carry a participant name. Assign it yourself and it's fixed for good.

Overlapping speech, heavy background noise, or a room mic picking up several people can also blur who's speaking. A headset or dedicated microphone gives the cleanest separation. See [Known Issues](/docs/known_issues) for more on transcription accuracy.


Correcting Speaker Names in Transcripts


The Linked People row shows which contacts are connected to a meeting. When a meeting is linked to someone, anything Groupthink extracts from that meeting gets added to their profile. So the next time you talk to them, you can see what came up the last time.

## Where to find it

The Linked People row appears in three places:

- At the top of the agenda page during and after a meeting
- At the top of the recap page
- Inside Note Settings under the gear icon

On narrow screens the row collapses to a small people icon. Tap it to see the full list.

## How chips appear

Two kinds of links happen automatically:

- **Anyone you invited via calendar** shows up as soon as the meeting is created.
- **Anyone who joined the call** shows up after they connect.

Both kinds appear as outlined chips. You can also add anyone else through the picker, even if they weren't on the call. Those appear as solid chips, so you can tell at a glance which were added on purpose versus picked up automatically.

## Adding someone

Click the picker and start typing a name. If the contact already exists in your Relationships, click their name to link them. If no match comes up, you'll see a "Create new contact" option. Click it to create the contact and link them in one step.

A common use: a meeting was really about Sarah but Sarah wasn't there. Add Sarah to the row and her profile gets updated from the meeting too.

## Removing someone

Click the X on a chip to remove that person. The next time the meeting's notes get processed, that person's profile won't get touched.

This is useful when an attendee was on the call but the meeting wasn't really about them. Removing them is a routing decision, not a guest-list change. Their attendance record stays intact.

If you change your mind, just add them back through the picker.

## Linking is just for your records

The people you link don't see the meeting and they don't see what you've written about them. Linking is a private record that updates each person's profile in your Relationships.

If you want to give someone access to a meeting, use the Share button instead.

## Related

- [Relationships](/docs/relationships) - the personal CRM that the linked profiles live in
- [Automatic Meeting Notes](/docs/automatic_notes) - what gets extracted and added to those profiles


Linked People


Groupthink&apos;s MCP (Model Context Protocol) server lets you ask any MCP-compatible AI assistant (Claude Desktop, Claude Code, Cursor, and others) to use Groupthink on your behalf. Your assistant can send the Groupthink bot into live meetings (joining, transcribing, speaking, chatting, leaving), read and write your relationship intelligence, and pull notes from meetings you have already had, surfaced in whichever tool you already work in.

- "Send the Groupthink bot to this Zoom and tell me what got covered when it&apos;s done: https://zoom.us/j/..."
- "What is happening in the meeting right now?"
- "Who am I meeting with this afternoon, and what should I prepare?"
- "Show me the notes from my call with sarah@example.com yesterday."
- "Show me my relationships I&apos;m falling behind on"
- "What do I know about sarah@example.com?"
- "Save this as a note on sarah@example.com: we agreed to revisit pricing in Q3."
- "Find people I&apos;ve talked to about pricing"

## Prerequisites

Before setting up, you&apos;ll need:

- A Groupthink account, signed in at [app.groupthink.com](https://app.groupthink.com)
- An MCP-compatible AI client. Tested with [Claude Desktop](https://claude.ai/download), [Claude Code](https://docs.claude.com/claude-code), and [Cursor](https://cursor.com); also works with other clients that support remote MCP servers over HTTP.

## Step 1: Mint an API Token

1. Open [**Settings &rarr; API Tokens**](https://app.groupthink.com/settings#api-tokens) on app.groupthink.com (sign in if prompted).
2. Click **New token**, give it a recognizable name (such as &quot;Claude Desktop&quot; or &quot;Cursor on personal Mac&quot;), and click **Create token**.
3. Copy the token value when it appears. **You will only see this once.** Save it somewhere safe (a password manager works well). Once you dismiss the create panel, the token cannot be retrieved.

You can revoke a token from the same Settings page at any time. Any client using the revoked token will immediately lose access.

## Step 2: Connect Your AI Client

Pick the client you use. The **Claude Code** path is the fastest: one command, no extra dependencies.

### Claude Code (fastest)

From your terminal, run:

```bash
claude mcp add --transport http --scope user groupthink https://api.groupthink.com/v1/mcp-server \
  --header "Authorization: Bearer YOUR_TOKEN_HERE"
```

Replace `YOUR_TOKEN_HERE` with the token from Step 1. The `--scope user` flag makes Groupthink available in every Claude Code project, not just the directory you ran the command from. Claude Code supports remote HTTP MCP servers natively, so no bridge is required.

Verify the server loaded with `claude mcp list`. You&apos;re done.

### Claude Desktop

Claude Desktop reaches the Groupthink MCP through a small bridge called [`mcp-remote`](https://www.npmjs.com/package/mcp-remote), which runs automatically via `npx` on first use. You need [Node.js](https://nodejs.org) installed (most modern Macs already have it; check by running `node --version` in Terminal).

Edit your Claude Desktop config file:

- **macOS:** `~/Library/Application Support/Claude/claude_desktop_config.json`
- **Windows:** `%APPDATA%\Claude\claude_desktop_config.json`

Add the `groupthink` entry inside the existing `mcpServers` block. **If you already have other MCP servers configured (for example, Playwright or a Cooking MCP), keep them. Add the `groupthink` key alongside them, don&apos;t replace the whole file:**

```json
{
  "mcpServers": {
    "groupthink": {
      "command": "npx",
      "args": [
        "-y",
        "mcp-remote",
        "https://api.groupthink.com/v1/mcp-server",
        "--header",
        "Authorization:Bearer YOUR_TOKEN_HERE"
      ]
    }
  }
}
```

Replace `YOUR_TOKEN_HERE` with the token from Step 1. Save the file and fully quit and relaunch Claude Desktop.

### Cursor

Cursor uses the same `mcp-remote` bridge as Claude Desktop. Open Cursor settings, go to the MCP Servers section, and add the same entry:

```json
{
  "mcpServers": {
    "groupthink": {
      "command": "npx",
      "args": [
        "-y",
        "mcp-remote",
        "https://api.groupthink.com/v1/mcp-server",
        "--header",
        "Authorization:Bearer YOUR_TOKEN_HERE"
      ]
    }
  }
}
```

### Other clients

Any MCP client that can run a local stdio server should work with the `mcp-remote` bridge above. Replace the URL and `Authorization` header value as needed; the rest of the config shape is identical. Clients with native remote HTTP transport support can point directly at `https://api.groupthink.com/v1/mcp-server` with your token as a Bearer credential.

## Step 3: Try It Out

Open a new conversation in your AI assistant and try a natural-language prompt. Sending the bot into a live meeting (have a Zoom, Google Meet, or Microsoft Teams URL ready):

- "Send the Groupthink bot to this Zoom: [your meeting URL]"
- "What is being said in the meeting right now?"
- "Have the bot say &apos;Sorry I&apos;m running late, I&apos;ll be there in five minutes&apos; in the meeting"
- "Tell the bot to leave the meeting"
- "Save these notes from the meeting: ..."

Working with your relationship intelligence:

- "What relationships do I have in Groupthink?"
- "Tell me about my relationship with [their email]"
- "Who am I falling behind on?"
- "What meetings do I have this week, and what should I know about the attendees?"
- "Show me the notes from my call with [their email] yesterday."
- "Save this as a note on [their email]: [paragraph of context, dossier text, political read, etc.]"

Your assistant should call the appropriate Groupthink tools and respond with your real data. Tools that change state (sending the bot, posting chat, speaking, saving notes) write a usage row to your account so you can see what was done on your behalf.

## Reference: Tools Your Assistant Can Call

The MCP server exposes fifteen tools, split across participating live in meetings and working with your relationship and meeting intelligence. You usually don&apos;t need to know these by name &mdash; your assistant picks the right one from a natural-language prompt &mdash; but here&apos;s the full catalog.

### Live meeting participation

These tools send the Groupthink bot into a live meeting and let your assistant interact with it. Each tool except `join_meeting` operates on a `bot_id` returned by `join_meeting`.

| Tool               | What it does                                                                                                                            |
| ------------------ | --------------------------------------------------------------------------------------------------------------------------------------- |
| **join_meeting**   | Send the Groupthink bot to a Zoom, Google Meet, or Microsoft Teams URL. Returns the `bot_id` that subsequent tools operate on.          |
| **get_transcript** | Fetch new transcript lines from the bot since the last call. Maintains a per-user cursor so repeated calls return only what is new.     |
| **speak**          | Have the bot speak text aloud in the meeting using TTS. Subject to a small per-user daily spend cap to prevent runaway audio cost.      |
| **send_chat**      | Send a chat message into the meeting via the bot. Max 2000 characters.                                                                  |
| **bot_status**     | Get the bot&apos;s current state (joining, in_call_recording, done, errored, etc), name, meeting URL, and creation time.                |
| **leave_meeting**  | Tell the bot to leave the meeting. Recall may take a few seconds to remove the bot. Also clears the per-user transcript cursor.         |
| **save_notes**     | Persist agent-generated meeting notes (summary, action items, key decisions, contributions) against the bot&apos;s meeting. Idempotent. |
| **get_notes**      | Retrieve previously saved agent meeting notes for the bot&apos;s meeting.                                                               |

### Your relationship and meeting intelligence

Read tools query the graph; `upsert_relationship_note` writes a free-form note back to it. `get_upcoming_meetings` and `get_past_meetings` cover the calendar in both directions so your assistant can answer &quot;who am I meeting with at 2pm&quot; and &quot;what got covered in my call with sarah yesterday&quot; without you remembering any IDs. Personal details surfaced by `get_relationship` carry source-meeting attribution + extraction timestamps so your assistant can verify currency before relaying a fact.

| Tool                          | What it does                                                                                                                                                                                                                                                             |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **list_relationships**        | Lists your relationships with frequency status. Optional filter by status (on track, falling behind, overdue).                                                                                                                                                           |
| **get_relationship**          | Returns detailed information about one relationship, looked up by email or relationship ID. Includes personal details (with source meeting + extracted-at timestamp), tags, user notes, and meeting context. Supports filter / pagination on personal_details.           |
| **search_relationships**      | Searches across names, emails, tags, and personal details to find specific contacts.                                                                                                                                                                                     |
| **get_relationship_insights** | Returns a high-level summary of your relationship health and who needs outreach.                                                                                                                                                                                         |
| **get_upcoming_meetings**     | Lists upcoming meetings with the relationship context for each attendee, including each attendee&apos;s relationship ID so your assistant can chain directly to `get_relationship`.                                                                                      |
| **get_past_meetings**         | Lists meetings you attended in the last N days (default 7, max 30, optional email filter). Each meeting includes the Groupthink `bot_id` inline when a recording exists, so your assistant can chain into `get_notes` or `get_transcript` without you remembering an id. |
| **upsert_relationship_note**  | Writes a free-form, user-authored note onto a relationship. Stored verbatim, distinct from auto-extracted personal_details. Supports upsert by `source` so re-pushing the same content doesn&apos;t duplicate.                                                           |

## Revoking a Token

Open **Settings**, switch to the **API Tokens** tab, find the token you want to revoke, and click **Revoke**. Confirm the destructive action when prompted. Any client using the revoked token will immediately lose access.

Revoke any token you no longer recognize, or that you saved somewhere insecure.

## Troubleshooting

**"401 Unauthorized" or "Authentication required"**
Your token is missing, expired, or revoked. Mint a new one and update your client config.

**"No relationships found" or empty responses**
You may not have relationships tracked yet. Relationships are built automatically from your meeting activity in Groupthink. Run a meeting or two first.

**"No calendars connected"**
The `get_upcoming_meetings` tool needs a connected calendar. Connect Google Calendar or Outlook in Groupthink first.

**Claude Desktop says no MCP servers found, or the Groupthink tools don&apos;t show up**
Make sure your `claude_desktop_config.json` is valid JSON and that you fully quit and relaunched Claude Desktop after editing it.

## What&apos;s Next

- Manage your tokens at [app.groupthink.com/settings#api-tokens](https://app.groupthink.com/settings#api-tokens). You can mint and revoke tokens from there at any time.
- More tools will land as Groupthink&apos;s relationship intelligence grows. If a tool is missing that would unlock a workflow for you, email [support@groupthink.com](mailto:support@groupthink.com).

## Privacy &amp; Scope

Tokens authenticate as your user account and have access to the same data you do in the Groupthink app, scoped to your relationships and your calendars. They do not grant access to other users&apos; data.

Treat your tokens like passwords. Anyone with a token can read your relationship data through any MCP client.


MCP Server


Groupthink can start recording the moment your meeting begins, and move you smoothly between back-to-back meetings, so you never lose the first few minutes of a conversation to manual setup.

Two behaviors work together:

- **Auto-redirect**: when you open Groupthink during an active meeting, it takes you straight to that meeting&apos;s agenda
- **Auto-start recording**: when an in-progress meeting is on screen, recording begins based on your calendar attendance preference

Plus a third behavior for chained meetings: a transition card on the recap when your next meeting is starting soon.

## How Auto-Redirect Works

When you open Groupthink from the dashboard or home page, it checks for an active meeting and, if one is running, takes you straight to it.

Priority order:

1. **Active meeting** (Groupthink is already recording): you are sent to that meeting&apos;s agenda
2. **Joinable event** (a calendar event is in progress, not yet recording): you are sent to that event&apos;s agenda

If you are already on an agenda page, Groupthink does not redirect you (it assumes you went there on purpose). If there is no active or joinable meeting, nothing happens and you see the normal dashboard.

## How Auto-Start Recording Works

Once you are on an agenda page with an in-progress meeting, what happens next depends on your calendar attendance setting.

| Attendance setting          | In-progress meeting | What happens                                       |
| --------------------------- | ------------------- | -------------------------------------------------- |
| **Privately Take Notes**    | Yes                 | Private recording starts (desktop app only)        |
| **Automatically Join All**  | Yes                 | The Groupthink bot joins and starts recording      |
| **Let Me Choose Each Time** | Yes                 | No auto-start. You see the manual prompt as before |
| Any                         | No                  | No auto-start                                      |

The setting lives in your calendar configuration. See [User Settings](/docs/user_settings) or your calendar integration page ([Google Calendar](/docs/google_calendar), [Outlook](/docs/outlook_calendar)) for how to set it.

A few details:

- **Private recording requires the desktop app.** If your attendance is set to Privately Take Notes but you are on the web, Groupthink will not auto-start (you cannot record privately from a browser). Open the [desktop app](/docs/desktop) instead.
- **One start per agenda.** Auto-start fires once per agenda visit; it will not re-fire if you stay on the same page.
- **URL triggers still work.** Opening an agenda with `?start=1` still starts recording, the same as before.

## Back-to-Back Meeting Transitions

If your next meeting starts within 10 minutes of your current one ending, Groupthink shows a transition card at the top of the recap.

The card shows how soon the next meeting starts and includes an **Open notes** button that takes you to the next agenda.

| State                            | What you see                               |
| -------------------------------- | ------------------------------------------ |
| Next meeting 5+ minutes away     | Blue card: &quot;Starts in X min&quot;     |
| Next meeting 0 to 2 minutes away | Blue card: &quot;Starting now&quot;        |
| Next meeting already started     | Yellow card: &quot;Started X min ago&quot; |

When you click **Open notes**, you land on the next meeting&apos;s agenda. If your attendance setting auto-starts recording, the recording begins there as well.

## How to Turn It Off

Auto-start follows your calendar attendance setting. To stop meetings from auto-recording:

1. Open your [calendar settings](/docs/user_settings)
2. Change the attendance setting for the relevant calendar to **Let Me Choose Each Time**
3. Save

Groupthink will keep auto-redirecting you to active meetings, but will no longer start recording until you click the button yourself.

## Frequently Asked Questions

**Can I auto-start the bot but not private recording (or vice versa)?**
Yes, by choosing the right attendance setting. Set the calendar to **Automatically Join All** for bot-only auto-start, or **Privately Take Notes** (with the desktop app open) for private-only auto-start.

**What if I have multiple calendars connected with different settings?**
Each calendar carries its own attendance setting. Auto-start uses whichever calendar the meeting belongs to.

**Does auto-start work on shared agendas?**
Yes, the same rules apply. If the meeting is in progress and your attendance setting calls for auto-start, recording begins regardless of whether you created the agenda or someone else did.

**What if I missed the transition card and ended up on the wrong meeting?**
The card stays on the recap until you dismiss the page. You can click **Open notes** any time during that 10-minute window, or navigate to the next meeting from your calendar.

## Related

- [Starting Meetings](/docs/starting_meetings)
- [Private Desktop Recording](/docs/private_desktop_recording)
- [User Settings](/docs/user_settings)


Auto-Start Recording


Note Templates let you reformat any past meeting recap into a structure that fits the meeting type. A sales call needs different sections from a 1:1, which needs different sections from a customer discovery interview. Pick a template, preview the reformatted recap, and keep the original intact.

## Built-In Templates

Groupthink ships with seven built-in templates that every workspace can use:

- **Default**: the standard recap format
- **Customer Discovery**: framing, key findings, jobs-to-be-done, follow-ups
- **1:1**: wins, blockers, priorities, action items
- **Standup**: status by attendee, blockers, next steps
- **Sales Call**: discovery, pain points, objections, next steps
- **Interview**: candidate signals, strengths, concerns, recommendation
- **Post-Mortem**: timeline, what went well, what did not, action items

Built-in templates are read-only. You cannot edit them, but you can use any of them as a starting point for a custom template.

## Apply a Template to a Recap

You can apply a template to any meeting that has ended.

1. Open the meeting recap page
2. Switch to the **Summary** tab
3. Click **Apply Template**
4. Pick a template from the modal
5. Preview the reformatted content inline

Applying a template is non-destructive: it does not overwrite your existing recap notes. The reformatted version is an alternate view of the same underlying transcript.

## Create a Custom Template

Workspace custom templates are managed in Organization Settings.

1. Open **Organization Settings**
2. Switch to the **Templates** tab
3. Click **New template**
4. Give the template a name
5. Add one or more **sections**. Each section has:
   - A **title** (the section heading in the rendered recap, like &quot;Action Items&quot;)
   - A **prompt** (the instruction to the AI, like &quot;List all commitments people made and who owns each one&quot;)
6. Save the template

The template now appears in the workspace list and is available to everyone in the workspace.

## Edit or Delete a Custom Template

From the Templates tab:

- **Edit**: click into the custom template to update its name or sections
- **Delete**: click the delete icon on the row

Built-in templates do not have edit or delete options.

## Frequently Asked Questions

**Does applying a template change my recap permanently?**
No. The reformatted view is an alternate rendering of the meeting content. Your original recap notes remain untouched.

**Can I apply a template before the meeting starts?**
No. The Apply Template button only appears on meetings that have already ended. The template runs against the transcript and recap content, both of which only exist after the meeting.

**Can different workspaces see each other&apos;s custom templates?**
No. Custom templates are scoped to the workspace that created them. Built-in templates are available to every workspace.

**How is this different from Recipes?**
Templates restructure the recap into named sections you define. [Recipes](/docs/recipes) apply an open-ended prompt, like &quot;summarize this in one paragraph for an executive.&quot; Use templates when you want consistent structure across recaps of the same meeting type; use recipes for one-off reformats.

## Related

- [Recipes](/docs/recipes)
- [Meeting Notes](/docs/automatic_notes)


Note Templates


When you join a new company or start a new role, Groupthink can build relationship profiles for your team before your first meeting. Upload whatever org info you already have, a spreadsheet, a PDF, a Word doc, anything, and Groupthink extracts the people and creates relationship dossiers that fill in automatically as you have meetings.

## Where to Find It

You can import people in two places:

- **Onboarding**: After you connect your calendar, look for the **Import your team** step. You can skip it and come back later.
- **Anytime**: Open the [Relationships](/docs/relationships) page and click **Import people** in the page header.

Both entry points open the same three-stage import flow.

## Supported File Types

You do not need a specific format. Groupthink uses AI to extract names and titles from whatever you upload:

- Spreadsheets (CSV, Excel)
- PDFs (exported org charts, team rosters)
- Word documents
- Plain text files

A simple list of names and titles works as well as a structured org chart. If your file has only names, Groupthink still creates dossiers, and they fill in over time from meetings.

## How the Import Works

The import takes you through three stages.

### 1. Upload

Drag and drop your file onto the upload area, or click to choose a file. Groupthink begins extracting people right away.

### 2. Review the Preview

Once extraction finishes you will see a preview list, one row per person, with name and title.

- **Edit a row**: hover the row and click the pencil icon. Press Enter or click outside to save. Press Escape to cancel.
- **Remove a row**: hover the row and click the X icon.
- **Start over**: click **Upload a different file** to go back to the upload stage.

Take a minute here to clean up obvious errors (duplicates, weird title parses, non-people the AI picked up).

### 3. Create Dossiers

Click **Create dossiers** to confirm. Groupthink processes the list in the background and shows a live progress indicator. When it finishes, you will see a success message with the count of dossiers created. Click **Done** to close.

If the import fails, Groupthink shows an error message so you can try again with a different file.

## What Happens After Import

Each imported person gets a skeleton relationship dossier on your [Relationships](/docs/relationships) page. The dossiers enrich automatically over time as you:

- Have meetings with them
- Get meeting recaps that mention them
- Have conversations where personal details come up

You do not need to do anything else. The system fills the dossiers in for you.

## Frequently Asked Questions

**What if my file has incomplete information?**
That is fine. Groupthink extracts whatever is there. If the AI cannot find any people in your file, you will see an error message and can try a different file.

**Can I import more than once?**
Yes. Re-importing will not create duplicates. Existing profiles are updated with any new information found in the new file.

**Will Groupthink share my imported data?**
No. Imported people are private to your account, the same as any other relationship in Groupthink. See the [Privacy Policy](/privacy) for details on how your data is handled.

**Where do I see the people I imported?**
Open the [Relationships](/docs/relationships) page. Each imported person appears as a row in the contacts table, with the same columns and filters as people you have met.


Import Your Team


Recipes are reusable AI prompt templates that you can apply to any past meeting recap. Use them to regenerate notes in a specific format, like an executive summary, action-items-only view, or a sales-call structure, without re-running the meeting.

## Built-In vs Custom Recipes

Groupthink ships with a set of built-in (system) recipes that every workspace can use. You can also create custom recipes scoped to your workspace. Custom recipes are editable; built-in recipes are read-only.

## Apply a Recipe to a Recap

You can apply a recipe to any meeting recap if you are an editor on the agenda.

1. Open the meeting recap page
2. Click **Apply Recipe** in the recap header
3. Pick a recipe from the dropdown
4. The recap regenerates inline and a success toast confirms the change

The Apply Recipe button does not appear for viewers, only for editors.

## Manage Custom Recipes

Custom recipes are managed at the workspace level. Anyone with workspace settings access can create, edit, or delete them.

1. Open **Organization Settings**
2. Switch to the **Recipes** tab
3. To create a new recipe, click **New recipe** and fill in the name and prompt inline
4. To edit a custom recipe, click into the row and update the fields
5. To delete a custom recipe, click the delete icon on the row

All edits happen inline on the list. There is no separate modal or page.

## Frequently Asked Questions

**Does applying a recipe overwrite the original recap?**
Applying a recipe regenerates the recap in the new format. If you want to keep multiple versions side by side, copy the output before applying a different recipe.

**Why don&apos;t I see the Apply Recipe button?**
The button is only visible to editors on the agenda. Viewers see the recap but cannot apply a recipe.

**Can I share a recipe with my whole workspace?**
Yes. Custom recipes are workspace-scoped by default, so anyone in your workspace can apply them to their recaps. Built-in recipes are available to all workspaces.

**Can I edit a built-in recipe?**
No. Built-in recipes are read-only. If you want a variation, create a new custom recipe with your own prompt.

## Related

- [Note Templates](/docs/note_templates), which restructure how new recaps are generated
- [Meeting Notes](/docs/automatic_notes), the source content recipes operate on


Recipes


## Your Personal CRM

Groupthink Relationships is a personal CRM that builds itself from your conversations. Instead of manually logging contacts and interactions, Groupthink extracts relationship data from your calendar and meetings automatically, then lets you enrich it with your own notes and contacts.

## Getting Started

### Automatic Contact Discovery

When you connect your calendar, Groupthink automatically:

- Extracts contacts from your calendar events
- Tracks when you last met and when you are meeting next
- Counts total interactions per relationship
- Enriches profiles with professional background information

No manual data entry required to get started.

### Accessing Relationships

1. Click **Relationships** in the sidebar
2. View all your contacts in a sortable, searchable table
3. See interaction frequency, status, and upcoming meetings at a glance

## The Relationships Table

### Table Columns

| Column                  | Description                                       |
| ----------------------- | ------------------------------------------------- |
| **Name**                | Contact name and profile photo (click to edit)    |
| **Email**               | Contact email address                             |
| **Frequency**           | How often you meet with this person               |
| **Status**              | Current relationship status                       |
| **Next Meeting**        | Your next scheduled meeting (links to the agenda) |
| **Last Meeting (Days)** | Days since your last interaction                  |

### Search and Sort

- **Search bar** at the top filters contacts by name or email
- **Column headers** are clickable to sort by any column
- **Pagination** at the bottom lets you navigate through all contacts

### Editing Contact Names

1. Click on a contact name in the table
2. Update the name in the inline editor
3. Changes save automatically

## Adding and Importing Contacts

### Add a Single Contact

Click **Add Contact** in the toolbar to manually create a relationship:

1. Enter the contact name (required)
2. Optionally add their email address
3. Click **Save**

This is useful for adding people you want to track before you have a meeting with them.

### Import People from a File

Click **Import People** in the top right to bulk-import contacts:

1. Drag and drop a file or click to browse
2. Supports CSV, Excel, and other common formats
3. Groupthink automatically creates relationship profiles for each person

This is ideal for importing your org chart, a client list, or contacts from another CRM.

### Paste Meeting Notes

Click **Paste Meeting Notes** to attach conversation context to a contact:

1. Select a contact from the dropdown
2. Add an optional title and date
3. Paste your notes into the text area
4. Click **Save Notes**

Accepts any format: raw notes, Granola exports, pasted transcripts, Slack threads, or any other text. This is useful for enriching relationships with context from conversations that happened outside of Groupthink.

## Finding Relationships That Need Attention

### Going Cold Filter

Click **Going Cold** in the toolbar to filter your contacts down to relationships that are going quiet. This shows contacts where interaction frequency has dropped off, helping you identify relationships that may need a follow-up before they go stale.

Click the button again to return to the full contact list.

## Meeting Preparation

Use Relationships to prepare for upcoming meetings:

1. **Sort by Next Meeting** to see who you are meeting with soonest
2. **Review interaction history** using the Last Meeting and Frequency columns
3. **Click the meeting link** in the Next Meeting column to go directly to the agenda
4. **Check the Daily Overview** page for a relationship-aware view of your day

## Connected Features

Relationships powers several other Groupthink features:

- **[Meeting Dossiers](/docs/meeting-dossiers)** - Personalized briefings sent 24 hours before meetings with professional background, past interactions, and conversation tips for each attendee
- **[Meeting Prep Cards](/docs/meeting_prep_cards)** - In-app attendee cards shown on the agenda page before meetings start, with LinkedIn links, conversation tips, and past meeting recaps
- **[MCP Server](/docs/mcp_server)** - Query your relationship data from Claude Desktop using natural language (e.g., "What is my history with john@acme.com?")
- **[Daily Overview](/docs/dashboard)** - A relationship-aware daily view that helps you review prep, follow up with recent contacts, and act on relationships going quiet

## Data Quality

### Rich Profiles

You will see the most complete information for:

- Registered Groupthink users
- Professionals with public online profiles
- People you have met with multiple times
- Contacts you have enriched with pasted meeting notes

### Limited Data

Some contacts may show minimal information:

- New contacts without public profiles
- Generic email addresses (info@, support@, etc.)
- Recently changed job information

Even basic contact information helps you prepare for meetings. You can always enrich a profile by pasting meeting notes or editing the name.

## Linked People on Meetings

Every meeting you record has a Linked People row that shows which contacts are connected to it. Anything Groupthink extracts from the meeting updates the linked profiles, so the next time you talk to one of them, the latest context is there.

Calendar invitees and people who joined the call link automatically. You can also add anyone who came up in the conversation but wasn't there, or remove anyone whose profile shouldn't get updated from this meeting.

See [Linked People](/docs/linked_people) for the full rundown.

## Privacy and Control

- Relationship data is only visible to you
- Data is extracted from your connected calendar only
- Not shared with meeting participants
- You control which meetings are included via calendar settings

## Frequently Asked Questions

### Can I manually add contacts?

Yes. Click **Add Contact** to create individual contacts, or use **Import People** to bulk-import from a CSV or Excel file.

### Can I add notes from meetings that happened outside Groupthink?

Yes. Click **Paste Meeting Notes** to attach notes from any source: raw notes, transcripts, Granola exports, Slack threads, or any other text.

### How far back does Groupthink track relationships?

Groupthink tracks relationships from meetings since you connected your calendar.

### What about group meetings?

Group meeting contacts appear in your relationships table. Relationship metrics are most accurate for 1:1 meetings.

### How do I find relationships that need follow-up?

Click the **Going Cold** filter to see contacts where interaction frequency has dropped off.

### Does this work with all calendar types?

Yes. Works with both [Google Calendar](/docs/google_calendar) and [Microsoft Outlook](/docs/outlook_calendar) calendars connected to Groupthink.

## Getting Help

Questions about Relationships? Email [support@groupthink.com](mailto:support@groupthink.com)


Relationships


During a meeting, you can control Groupthink agents with natural voice commands. Just speak your instruction out loud. Groupthink detects it in the transcript and responds in real time.

## How to Trigger a Command

Address the agent by name before giving your instruction:

- "Groupthink, take a note about the budget discussion"
- "Hey Groupthink, summarize what we've covered so far"
- "@Groupthink pause"

If you have a custom-named agent, use that name instead of "Groupthink."

## Supported Commands

### Capture Notes

**`take note {content}`**: Saves an important point directly to the meeting notes.

> "Groupthink, take a note: we agreed to push the launch to Q3."

### Summarize

**`summarize`**: Requests a summary of the discussion so far.

> "Hey Groupthink, summarize."

### Search the Transcript

**`what did {person} say about {topic}`**: Searches earlier in the transcript for what a specific person said about a topic.

> "Groupthink, what did Sarah say about the pricing model?"

### File a GitHub Issue

**`file issue {description}`**: Creates a GitHub issue from the current meeting context.

> "Groupthink, file issue: follow up on API rate limiting decision."

_Requires a GitHub integration to be connected. See [GitHub Integration](/docs/github_integration)._

### Mute / Unmute an Agent

**`mute {agent}`** / **`unmute {agent}`**: Silences or re-enables an agent&apos;s ability to respond during the meeting.

> "Groupthink, mute."
> "Hey Groupthink, unmute."

### Pause / Resume

**`pause`** / **`resume`**: Pauses or resumes all agent activity for the meeting. Useful when you need the agent to stop processing temporarily.

> "Groupthink, pause."
> "Groupthink, resume."

## Frequently Asked Questions

**Do I need to say anything special to activate voice commands?**
No wake word or button press is needed. Just address the agent by name at the start of your instruction. Commands are detected automatically as the transcript is processed.

**Does it work with private desktop recording?**
Yes. Voice commands work with both the visible bot and private desktop recording, as long as the agent is active in the meeting.

**What if the command doesn't work?**
Commands are processed in real time as transcript events arrive. If a command isn't recognized, the agent will continue its normal behavior. Try rephrasing with a clear trigger ("Hey Groupthink, ...") at the start.

**Do mute and pause states persist?**
Yes. Mute and pause states persist for the duration of the meeting until you explicitly unmute or resume.


Voice Commands


The Daily Brief is a single daily email that replaces two separate emails Groupthink previously sent: the Daily Recap and the per-meeting Event Dossier. Instead of receiving multiple emails throughout the day, everything arrives together at 5pm.

## What is in the Daily Brief

Each Daily Brief contains two sections:

### Tomorrow&apos;s Meetings

Attendee dossiers for each meeting scheduled for the next day. For every external attendee you will see:

- Name, photo, title, and company
- Professional background and LinkedIn link
- Your interaction history and when you last met
- AI-generated conversation tips

### Today&apos;s Recaps

AI-generated summaries of each Groupthink-recorded meeting from today, including key decisions, action items, and notable moments.

## When the Daily Brief Sends

The Daily Brief sends once per day at **5pm** in your local timezone, as long as you have at least one of the following:

- A meeting scheduled for tomorrow
- A meeting recorded today

If you have neither, no email is sent that day.

## Why the Change Was Made

The previous setup sent a separate dossier email 24 hours before each meeting. For people with busy calendars, this meant receiving multiple emails per day at unpredictable times. The Daily Brief consolidates everything into one predictable touchpoint so you can review and plan once rather than reacting throughout the day.

## Frequently Asked Questions

**I was receiving per-meeting dossier emails before. Did something break?**
No. Per-meeting dossier emails have been replaced by the Daily Brief. Your attendee prep information now arrives at 5pm the day before your meetings instead of 24 hours before each individual meeting.

**Can I still see dossiers in the app?**
Yes. Meeting prep cards are available on each agenda page before a meeting starts. See [Meeting Prep Cards](/docs/meeting_prep_cards) for details.

**How do I unsubscribe from the Daily Brief?**
Go to **Settings** and open the **Notifications** tab. You can adjust or disable email notifications there.


Daily Brief Email


When a Pro subscriber&apos;s Groupthink bot joins a meeting, every attendee in that meeting receives the recap email automatically, regardless of whether they have a Groupthink account or a paid plan. This is called a gifted recap.

## How It Works

1. A Pro subscriber has Groupthink set to auto-join their meetings
2. Their bot joins a meeting that includes other people (internal colleagues, clients, or external contacts)
3. After the meeting ends, Groupthink sends the AI-generated recap to all attendees
4. Each recipient receives the recap even if they have a free account or no account at all

No setup is required on the part of the recipients. The recap is emailed to the address on the calendar invite.

## What Recipients Receive

Gifted recap emails include the same content as a standard recap:

- Meeting summary and key highlights
- Decisions made during the meeting
- Action items and next steps
- Link to view the full transcript (if the recipient has a Groupthink account)

## Benefits for Teams

**For Pro subscribers:** Your meeting notes automatically reach everyone in the room, eliminating the need to forward summaries manually.

**For free users and non-subscribers:** You receive full meeting value without needing your own subscription. If you find the recaps useful, you can sign up for your own Groupthink account to start recording your own meetings.

This creates a natural way for Groupthink to spread within teams: one Pro subscriber can give their entire team the experience of having an AI notetaker, making it easy for others to see the value firsthand.

## Privacy Considerations

Gifted recaps are only sent to people who were already invited to the meeting. Groupthink uses the attendee list from the calendar invite to determine who receives the recap.

If a meeting is marked private or the bot is excluded from a meeting, no recap is generated or sent.


Gifted Recaps


Meeting prep cards appear on the agenda page before a meeting starts. They show enriched information about each external attendee so you can walk into the meeting informed.

## Where to Find Them

Meeting prep cards appear on the agenda page when:

- The agenda has an upcoming meeting attached
- The meeting has not started yet
- There is at least one external attendee on the calendar invite

Look for the **Meeting Prep** section below the meeting status bar on your agenda page.

## What Each Card Shows

For each external attendee you will see:

- Profile photo, name, job title, and company
- LinkedIn profile link (when available)
- An AI-generated conversation tip
- Links to past meeting recaps with that person
- How many days ago you last met

## Where the Data Comes From

Meeting prep cards pull from two sources:

1. **Enrichment data** - Professional background information sourced from public profiles, including job title, company, and LinkedIn
2. **Your meeting history** - Past meetings and recaps from your Groupthink account, showing your personal interaction history with each attendee

The combination gives you both the public professional context and your private relationship history in one place.

## When Cards Don&apos;t Appear

Prep cards will not show in a few situations:

- **No external attendees** - If everyone on the invite is from your organization or the meeting is with yourself
- **No calendar event** - If the agenda is not linked to a calendar event with attendees
- **Meeting already active** - Cards are a pre-meeting feature; once recording starts, the meeting view takes over
- **Bot or system addresses** - Emails matching bot patterns are filtered out automatically

## Relationship to the Daily Brief Email

Meeting prep cards show the same attendee information available in the [Daily Brief email](/docs/daily_brief). The email delivers the information the evening before at 5pm; the in-app cards are available any time you are on the agenda page before the meeting starts.


Meeting Prep Cards


Your Groupthink dashboard is your command center for managing meetings. From here you can prepare for upcoming meetings, filter your meeting list, and ensure your calendar stays in sync.

## Navigating Your Meetings

### Prepare Agendas Page

The **Prepare Agendas** page shows your upcoming calendar events and allows you to:

- View meetings organized by date (Today, Tomorrow, This Week, etc.)
- Click on any meeting to create or edit its agenda
- See which meetings have Groupthink enabled
- Filter meetings by type

### Past Meetings Page

The **Past Meetings** page shows your completed meetings with:

- Meeting notes and recaps organized by date
- Search functionality to find specific meetings
- Quick access to transcripts and summaries

## Meeting Filters

Use the filter dropdown on the Prepare Agendas page to focus on specific types of meetings:

### Filter Options

| Filter                   | Description                                             |
| ------------------------ | ------------------------------------------------------- |
| **Meetings with Others** | Shows only meetings that have other attendees (default) |
| **All Meetings**         | Shows all calendar events, including solo blocks        |
| **Groupthink Attending** | Shows only meetings where Groupthink will join          |

### How to Use Filters

1. Navigate to the **Prepare Agendas** page
2. Click the filter dropdown in the top right
3. Select your preferred filter
4. The meeting list will update immediately

Filters help you focus on what matters - use "Meetings with Others" to skip focus time blocks, or "Groupthink Attending" to see only meetings that will be recorded.

## Calendar Sync

Groupthink automatically syncs with your connected calendar to show upcoming meetings. You can also manually trigger a sync when needed.

### Last Synced Timestamp

The dashboard displays when your calendar was last synced. Look for "Last Synced" followed by the date and time in the header area.

Hover over the timestamp to see:

- Which calendar is being synced
- A link to change calendar settings

### Manual Re-Sync

If you've made recent changes to your calendar and want to see them immediately:

1. Navigate to the **Prepare Agendas** page
2. Click the **Re-sync** button (sync icon) in the header
3. The sync indicator will show "Syncing..." while in progress
4. Your meeting list will update when sync completes

**When to use Re-sync:**

- After adding a new meeting to your calendar
- If a meeting was rescheduled and the change isn't showing
- When you've updated meeting attendees

**Note:** Groupthink also syncs automatically in the background, so you typically don't need to manually re-sync.

### Sync Status Indicators

| Status                      | Meaning                                      |
| --------------------------- | -------------------------------------------- |
| **Syncing...**              | Calendar sync is in progress                 |
| **Last Synced [timestamp]** | Shows when calendar was last updated         |
| **Not Synced Yet**          | Calendar hasn't been synced (new connection) |

## Tips for Using Your Dashboard

1. **Start your day on Prepare Agendas** - Review upcoming meetings and add agenda items before they start
2. **Use filters strategically** - Switch to "Groupthink Attending" when reviewing which meetings will be recorded
3. **Re-sync after calendar changes** - Click Re-sync if you don't see a newly scheduled meeting
4. **Check Past Meetings for recaps** - Find meeting summaries, transcripts, and action items from completed meetings


Using Your Dashboard


Groupthink allows you to export your meeting transcripts for sharing, archiving, or use in other applications. You can download transcripts as text files or copy them directly to your clipboard.

## Export Options

### Download as Text File

Download your transcript as a `.txt` file to save locally or share with others:

1. Open a completed meeting from your dashboard
2. Navigate to the **Recap** tab
3. Scroll down to the **Transcript** section
4. Click **Download Text**
5. The transcript will download with a filename like `Meeting-Title-Transcript.txt`

The downloaded file includes:

- Meeting title and date
- Full transcript with speaker names and timestamps
- Formatted for easy reading

### Copy to Clipboard

Quickly copy your transcript to paste into emails, documents, or other applications:

1. Open a completed meeting from your dashboard
2. Navigate to the **Recap** tab
3. Scroll down to the **Transcript** section
4. Click **Copy to Clipboard**
5. A confirmation message will appear: "Transcript copied to clipboard"
6. Paste the transcript wherever you need it (Ctrl+V / Cmd+V)

## Transcript Format

Exported transcripts include:

- **Header**: Meeting title and date
- **Speaker identification**: Each segment shows who was speaking
- **Timestamps**: When each segment occurred during the meeting
- **Full text**: Complete transcription of the conversation

Example format:

```
Meeting: Weekly Team Sync
Date: January 15, 2026

[00:01:23] Sarah: Good morning everyone, let's get started with our updates.
[00:01:45] Mike: Sure, I'll go first. We completed the API integration yesterday...
```

## When to Use Each Option

| Use Case               | Recommended Option |
| ---------------------- | ------------------ |
| Archiving for records  | Download Text      |
| Sharing via email      | Copy to Clipboard  |
| Adding to documents    | Copy to Clipboard  |
| Backing up transcripts | Download Text      |
| Quick reference        | Copy to Clipboard  |

## Tips

- **Export after recap generation**: Wait for the meeting recap to fully generate before exporting for the most complete transcript
- **Private meetings**: Transcripts from private recordings are only accessible to you
- **Shared meetings**: Any participant with access to the agenda can export the transcript

## Troubleshooting

### Export button not appearing

- Ensure the meeting has ended and the recap has been generated
- Check that transcription was enabled for the meeting
- Refresh the page if the transcript section hasn't loaded

### Clipboard copy not working

- Some browsers require permission for clipboard access
- Try using the Download Text option as an alternative
- Check if your browser has blocked clipboard permissions for the site


Exporting Meeting Transcripts


The User Settings page lets you manage your account, calendar connections, notifications, and meeting preferences. Access it by clicking your profile icon and selecting **Settings**, or navigate directly to [app.groupthink.com/settings](https://app.groupthink.com/settings).

## Settings Sections

### Profile

Update your display name and profile photo. Your name appears in meeting transcripts and to other participants.

### Calendar

Connect or manage your Google Calendar or Outlook Calendar integration. This is required for Groupthink to automatically join your meetings.

- **Deep link:** [app.groupthink.com/settings#calendar](https://app.groupthink.com/settings#calendar)

### Notifications

Configure how and when you receive notifications about meetings, summaries, and action items.

- **Deep link:** [app.groupthink.com/settings#notifications](https://app.groupthink.com/settings#notifications)

### Meeting Preferences

Control default meeting behavior:

- **Auto-join:** Whether Groupthink automatically joins all calendar meetings
- **Recording mode:** Default to bot recording or private desktop recording
- **Summary delivery:** Choose how meeting summaries are delivered (email, in-app, or both)

- **Deep link:** [app.groupthink.com/settings#meetings](https://app.groupthink.com/settings#meetings)

### Integrations

Manage connections to Slack, Zoom, Microsoft Teams, and other services.

- **Deep link:** [app.groupthink.com/settings#integrations](https://app.groupthink.com/settings#integrations)

### Billing

View your current plan, update payment information, or change your subscription.

- **Deep link:** [app.groupthink.com/settings#billing](https://app.groupthink.com/settings#billing)

## Deep Linking

You can link directly to any settings section by appending a hash to the URL:

- `https://app.groupthink.com/settings#calendar`
- `https://app.groupthink.com/settings#notifications`
- `https://app.groupthink.com/settings#meetings`
- `https://app.groupthink.com/settings#integrations`
- `https://app.groupthink.com/settings#billing`

This is useful for sharing direct links in support conversations or onboarding flows.


User Settings


> **Important:** A calendar connection is required for Groupthink to automatically join your meetings and provide pre-meeting context. Without it, you can still use Private Desktop Recording, but automatic bot join and calendar-based features won't work.

## Connecting Google Calendar

- Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar) in Groupthink
- Click "Add Calendar Connection"
- Select "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.

## Choosing How Groupthink Attends Meetings

After connecting your calendar, Groupthink won't join any meetings until you configure your attendance preference. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar) and choose how you'd like Groupthink to handle your meetings. This setting affects all future meetings.

### Attendance Options

| Option                              | Description                                                                                                                            |
| ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink invisibly records using the desktop app. Notes and transcripts are private to you. Other participants don't see Groupthink. |
| **Automatically Join All Meetings** | Groupthink's bot appears as a visible participant in your meetings. Notes and recaps are shared with all attendees.                    |
| **Let Me Choose Each Time**         | No automatic joining. You manually invite Groupthink to specific meetings when you want notes.                                         |

> **Note for invited users:** If you signed up via a shared meeting link, auto-join is **disabled** by default. You can enable it at any time in [User Settings > Calendar](https://app.groupthink.com/settings#calendar).

### Changing Your Settings

You can change your attendance preference at any time:

1. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar)
2. Find the "How should Groupthink attend your meetings?" section
3. Select your preferred option
4. Your choice applies to all future meetings

### Additional Customization

You can also fine-tune when Groupthink attends:

- Only meetings where you are the host/organizer
- Meetings where you are an attendee
- Only meetings with a minimum of two attendees (to skip reminders and placeholder events)

## 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


## Understanding Groupthink's Pricing

Groupthink offers a simple and transparent pricing model:

- **Free Trial**: Try Groupthink free for 30 days. Includes 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 When Your Trial Expires?

Once your 30-day free trial ends, 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 recaps or create new meetings.

### What happens to past meetings when my trial expires?

When your trial expires, past meeting recaps are placed behind a paywall. You'll see an upgrade prompt when trying to access them. Upgrading to Pro immediately restores access to all your past meeting content — nothing is deleted.

## 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 (or navigate directly to [app.groupthink.com/settings#billing](https://app.groupthink.com/settings#billing))
3. Navigate to the "Billing" tab
4. Click the upgrade button to go directly to the billing page
5. Enter your payment information and complete the subscription

You can also upgrade by clicking on any "Trial Expired - Upgrade Now!" 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](https://app.groupthink.com/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. Go to [User Settings > Billing](https://app.groupthink.com/settings#billing) and click "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 [User Settings > Billing](https://app.groupthink.com/settings#billing) and click "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

Groupthink offers two tiers: Free Trial (30 days) and Pro (unlimited). If you cancel your Pro subscription, your account will revert to an expired trial state. The 30-day free trial is a one-time offer and does not reset after cancellation.

## 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 start your 30-day free trial 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


> **Important:** A calendar connection is required for Groupthink to automatically join your meetings and provide pre-meeting context. Without it, you can still use Private Desktop Recording, but automatic bot join and calendar-based features won't work.

## 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

- Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar) in Groupthink
- Click "Add Calendar Connection"
- Select "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.

## Choosing How Groupthink Attends Meetings

During setup (and in your calendar settings), you'll choose how Groupthink should handle your meetings. This is an important choice that affects all your future meetings.

### Attendance Options

| Option                              | Description                                                                                                                            |
| ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink invisibly records using the desktop app. Notes and transcripts are private to you. Other participants don't see Groupthink. |
| **Automatically Join All Meetings** | Groupthink's bot appears as a visible participant in your meetings. Notes and recaps are shared with all attendees.                    |
| **Let Me Choose Each Time**         | No automatic joining. You manually invite Groupthink to specific meetings when you want notes.                                         |

> **Note for invited users:** If you signed up via a shared meeting link, auto-join is **disabled** by default. You can enable it at any time in [User Settings > Calendar](https://app.groupthink.com/settings#calendar).

### Changing Your Settings

You can change your attendance preference at any time:

1. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar)
2. Find the "How should Groupthink attend your meetings?" section
3. Select your preferred option
4. Your choice applies to all future meetings

### Additional Customization

You can also fine-tune when Groupthink attends:

- Only meetings where you are the host/organizer
- Meetings where you are an attendee
- Only meetings with a minimum of two attendees (to skip reminders and placeholder events)

## 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


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


This page lists known issues with Groupthink and any available workarounds. We update this page as issues are resolved.

## Bot Join Delays

**Issue:** The Groupthink bot may take 1–2 minutes to join a meeting after it starts.

**Workaround:** The bot will still capture the full meeting once it joins. If the bot hasn't joined after 3 minutes, try removing and re-adding Groupthink to the meeting from the Calendar view.

## Private Desktop Recording on macOS

**Issue:** macOS may not grant audio capture permissions automatically, causing silent recordings.

**Workaround:** Go to **System Settings → Privacy & Security → Screen Recording** and ensure Groupthink is enabled. You may need to restart the app after granting permission. See [Troubleshooting Private Meeting Recording](/docs/troubleshooting_private_desktop_recording) for more details.

## Notetaker Didn't Capture the Meeting

**Issue:** The Groupthink bot failed to join, captured nothing, or you used a different notetaker for the call — so the recap is empty.

**Workaround:** You don't lose the meeting. Open its recap page, click **Log Interaction**, and paste in a transcript, summary, or notes from any source. Groupthink builds the recap from what you paste. See [Recover a Meeting Recap When the Notetaker Fails](/docs/recover_meeting_recap).

## Google Meet — Bot Name Display

**Issue:** The Groupthink bot may appear as "Unknown" briefly when joining Google Meet calls.

**Workaround:** The name typically resolves within a few seconds. No action needed.

## Calendar Sync Delays

**Issue:** Recently added or modified calendar events may take a few minutes to appear in Groupthink.

**Workaround:** You can manually refresh by visiting the Calendar page in the Groupthink dashboard. If events still don't appear after 10 minutes, try disconnecting and reconnecting your calendar in Settings.

## Transcript Accuracy

**Issue:** Transcription accuracy may decrease with heavy accents, background noise, or overlapping speakers.

**Workaround:** Use a headset or dedicated microphone for best results. Private Desktop Recording sometimes provides better audio quality than bot-based recording.

---

_Last updated: February 2026. If you encounter an issue not listed here, contact us at support@groupthink.com._


Known Issues


Groupthink shows real-time presence indicators so you can see who's currently active in a meeting or chat room.

## How Presence Works

When you open a meeting in Groupthink, other participants can see that you're active. Presence is shown as:

- **Green dot** — the person is currently viewing the meeting
- **No indicator** — the person is not currently active in the meeting

Presence updates automatically as people open and close meetings.

## Where Presence Appears

- **Meeting sidebar** — see who's actively viewing the current meeting
- **Meeting list** — see activity indicators on meetings with active participants
- **Agenda editor** — see who's collaborating on the agenda in real time

## Privacy

- Presence is only visible to other members of the same meeting or organization
- Your presence status is not shared outside of Groupthink
- There is no "invisible" mode at this time — if you have a meeting open, others can see you're active

## Tips

- Presence is a great way to know if someone is available for a quick sync before starting a call
- If you see a teammate active in a meeting, you can use the meeting chat to communicate in real time


Presence in Chat Rooms


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.

Groupthink processes audio to produce the transcript, then discards the recording. We never retain audio or video — only the transcript, summary, and notes.

## 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+

## Video Demo (Windows)

Watch how Private Desktop Recording works on Windows:

<iframe width="100%" height="400" src="https://www.youtube.com/embed/i5pFauuhyHI" title="Groupthink Private Desktop Recording on Windows" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" allowfullscreen></iframe>

## Installation

1. Download and install the Groupthink desktop application
   - [macOS](https://groupthink.com/download/mac) (Apple Silicon)
   - [macOS](https://groupthink.com/download/mac-intel) (Intel)
   - [Windows](https://groupthink.com/download/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.

## Related

- [Capturing On-Screen Content](on_screen_content_capture) — how Groupthink reads on-screen text during a private recording (macOS).


Troubleshooting Private Meeting Recording


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

## Calendar Integration & Automatic Joining

### Connect Your Calendar

First, [connect your Google Calendar](/docs/google_calendar) to Groupthink. This allows Groupthink to see your scheduled meetings.

### Enable Auto-Join (Optional)

To have Groupthink automatically join your Google Meet calls:

1. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar)
2. Enable auto-join settings:
   - **"Auto-join meetings I organize"** - Bot joins meetings you host
   - **"Auto-join meetings I attend"** - Bot joins meetings you're invited to
3. Ensure your calendar event includes Google Meet conferencing details
4. When your meeting starts, Groupthink will automatically join the call

**Note:** You will need to accept the Groupthink bot when it requests to join. Auto-join is not enabled by default - you must configure these settings.

**Alternative:** You can also [manually add Groupthink](#manually-add-to-an-impromptu-meeting) to any meeting without enabling auto-join

## 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

## Calendar Integration & Automatic Joining

### Connect Your Calendar

First, [connect your Outlook Calendar](/docs/outlook_calendar) to Groupthink. This allows Groupthink to see your scheduled meetings.

### Enable Auto-Join (Optional)

To have Groupthink automatically join your Microsoft Teams calls:

1. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar)
2. Enable auto-join settings:
   - **"Auto-join meetings I organize"** - Bot joins meetings you host
   - **"Auto-join meetings I attend"** - Bot joins meetings you're invited to
3. Ensure your calendar event includes Microsoft Teams conferencing details
4. When your meeting starts, Groupthink will automatically join the call

**Note:** You will need to accept the Groupthink bot when it requests to join. Auto-join is not enabled by default - you must configure these settings.

**Alternative:** You can also [manually add Groupthink](#manually-add-to-an-impromptu-meeting) to any meeting without enabling auto-join

## 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.

## Calendar Integration & Automatic Joining

### Connect Your Calendar

First, connect your calendar to Groupthink ([Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar)). This allows Groupthink to see your scheduled meetings.

### Enable Auto-Join (Optional)

To have Groupthink automatically join your Zoom calls:

1. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar)
2. Enable auto-join settings:
   - **"Auto-join meetings I organize"** - Bot joins meetings you host
   - **"Auto-join meetings I attend"** - Bot joins meetings you're invited to
3. Ensure your calendar event includes Zoom conferencing details
4. When your meeting starts, Groupthink will automatically join the call

**Note:** You will need to accept the Groupthink bot when it requests to join. Auto-join is not enabled by default - you must configure these settings.

**Alternative:** You can also [manually add Groupthink](#manually-add-zoom-to-an-impromptu-meeting) to any meeting without enabling auto-join.

## 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://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 Settings


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

## Related

- [Capturing On-Screen Content](on_screen_content_capture) — capture the text shown on a meeting window during a private recording, not just what's said (macOS).

[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://groupthink.com/signin


Groupthink Desktop App


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.

## 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://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 full control over which meetings it attends. When you connect a calendar, Groupthink won't join any meetings until you choose how you'd like it to behave — you can enable automatic joining for all meetings, or add it manually on a meeting-by-meeting basis.

## Option 1: Add to Specific Meetings Manually

If you want to choose which meetings Groupthink joins:

1. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar) and make sure your attendance preference is set to **"Let Me Choose Each Time"**
2. When you want Groupthink to join a specific meeting, open your **Calendar** in Groupthink
3. Hover over the meeting and click **"Add Groupthink"**

This gives you full control over which meetings Groupthink attends.

## Option 2: Use the Calendar to Add to Upcoming Meetings

1. Click **"Calendar"** in the Groupthink navigation bar
2. Browse to the meeting you want Groupthink to join
3. Hover over the meeting name — you'll see an **"Add Groupthink"** option
4. Click it, and Groupthink will join that meeting when it starts

## Option 3: Use Private Desktop Recording

If you don't want the Groupthink bot to join the call but still want to capture the meeting:

1. Start your meeting as usual on Zoom, Teams, or Meet
2. Open the **Groupthink desktop app**
3. Click **"Record"** to capture audio from your computer
4. Groupthink will transcribe and summarize without joining the call as a participant

This is great for sensitive meetings where you don't want a bot visible to other participants.

## Tips

- You can always **remove Groupthink** from a meeting you've added it to — see [Remove Groupthink from a Meeting](/docs/remove_groupthink_from_meeting)
- If you use Private Desktop Recording, other participants won't see Groupthink in the meeting
- You can mix and match: use auto-join for recurring team meetings and manual add for one-off calls


Add Groupthink to Specific Meetings


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


## 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.

Exporting Your Transcript

- You can download your meeting transcript as a text file or copy it to your clipboard
- Navigate to the Recap tab and scroll to the Transcript section
- Click **Download Text** to save locally or **Copy to Clipboard** for quick sharing
- For more details, see [Exporting Meeting Transcripts](/docs/transcript_export)


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


> **Note:** To use automatic meeting join, you must first [connect your Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar). Without a calendar connection, you can still use Private Desktop Recording.

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)

**Starting before the scheduled time:** If you click "Start Notetaker" on an agenda before the meeting's scheduled start time, recording begins immediately on the current agenda. Notes will be in the same place once the meeting officially starts — no separate agenda is created.

### 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

## Calendar Integration & Bot Joining

Groupthink can join your calendar meetings in two ways:

### Automatic Joining (Optional)

To have Groupthink automatically join meetings:

1. [Connect your calendar](/docs/google_calendar) (Google Calendar or [Outlook Calendar](/docs/outlook_calendar))
2. Go to [User Settings > Calendar](https://app.groupthink.com/settings#calendar)
3. Enable auto-join settings:
   - **"Auto-join meetings I organize"** - Bot joins meetings you host
   - **"Auto-join meetings I attend"** - Bot joins meetings you're invited to
4. When enabled, Groupthink will automatically join meetings based on your settings

**Note:** You will still need to accept the Groupthink bot when it requests to join your meeting.

### Manual Joining (Always Available)

Without auto-join enabled, you can still add Groupthink to any meeting:

1. Click "New Meeting Notes" in the sidebar
2. Select "Add Groupthink to an existing Meet, Zoom, or Teams meeting..."
3. Paste your meeting URL
4. Click "Add Groupthink"
5. Accept the bot request when it joins your meeting

**Tip:** Manual joining gives you full control over which meetings Groupthink attends


Documentation

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Productivity Tools

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