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How to set Meeting Purposes and Outcomes with Automations

Automations let you use AI and rules to automatically assign Meeting Purposes and Outcomes, update CRM records, and trigger follow-up actions. 

This is designed for admins who want consistent meeting data without relying on reps to tag meetings manually. Use this when you want Purposes and Outcomes applied reliably at scale.

Before you begin

  • You must be an Avoma Admin.
  • Meeting Purposes and Outcomes must already be created in your organization.
  • If you plan to update CRM records, your CRM integration must be connected.

What Automations can do

Automations can perform the following actions automatically:

  • Assign Meeting Purposes using AI and rule-based logic.
  • Detect and apply Meeting Outcomes after meetings complete.
  • Update CRM records (such as events or tasks).
  • Create follow-up tasks in tools like ClickUp.
  • Control recording and privacy settings.

How AI detection works

Avoma AI evaluates multiple signals to determine the right Purpose or Outcome:

  • Meeting titles
  • Participant roles and teams
  • Conversation content (used for Outcome detection)

AI selects only from your existing Purpose and Outcome lists.

Note:
AI does not create new Purposes or Outcomes.
CRM updates happen only if you explicitly add a CRM action to the automation.

Create an automation

  1. Go to Settings → Automations.
  2. Click Create New Automation.
  3. Configure the automation:
    • Automation name: Enter a name that explains what the automation is about.
    • Trigger: Select a condition to trigger the automation (for example: Meeting added or updated on Calendar, Conversation Transcription is available, or Conversation Notes are available).
    • Rules: Add optional conditions to narrow when the automation should run. Example, Team, meeting title, meeting purpose etc
    • Action: Select one or more actions, such as:
      • Set Meeting Purpose
      • Set Meeting Outcome
      • Update a CRM record
      • Create a Task
  4. Click Create.

The automation will run automatically for all future meetings that match the criteria.

Create an automation in Avoma

 

Tips

  • Start with 1–2 high-impact automations first (example: auto-tag meetings with “Demo” in the title).
  • Encourage consistent meeting titles—it improves AI accuracy and makes rule conditions more reliable.
  • After launch, review early results (first few days) to confirm Purposes and Outcomes are being applied as expected.


Troubleshooting and FAQs

 

Why didn’t a Meeting Purpose or Outcome get applied?

This usually means the automation didn’t run or couldn’t make a match.

  • Check that the meeting met the trigger conditions (for example, transcription or notes were available).
  • Confirm the meeting matched all configured rules (team, title, purpose, etc.).
  • Make sure the expected Purpose or Outcome exists in your organization’s list.

If needed, temporarily remove rules to verify the automation is firing.

 

Why was the wrong Meeting Purpose or Outcome selected?

AI selects the best match based on available signals, which may be ambiguous.

  • Review the meeting title and ensure it clearly reflects the meeting type.
  • Check participant roles and team assignments.
  • For Outcomes, confirm the conversation content supports the expected result.

Improving title consistency usually resolves this.

 

Why didn’t my CRM record update after the meeting?

CRM updates only occur when explicitly configured.

  • Verify your CRM integration is connected.
  • Confirm the automation includes an Update a CRM record action.
  • Ensure the automation actually ran for that meeting.

If all three are true, review CRM permissions and field mappings.

 

Can Automations create new Meeting Purposes or Outcomes for me?

No—Automations only select from existing values.

  • Create all required Purposes and Outcomes first.
  • Then use Automations to apply them automatically.

Do Automations apply to past meetings?

No—Automations only run on meetings that occur after the automation is created. To update older meetings, changes must be made manually.


What’s next

  • Review Purpose and Outcome reporting in dashboards to track trends and coverage.
  • Adopt a simple admin routine:
    • Audit a weekly sample of meetings to confirm automations are behaving correctly.
    • Expand coverage by adding the next highest-volume meeting type (for example: Discovery → Proposal → Renewal).
  • Learn more: Automations in Avoma.

Recap

Once set up, Automations use AI plus your rules to apply Meeting Purposes and Outcomes consistently—keeping meetings, dashboards, and CRM workflows in sync without manual tagging.