How to get your Avoma account up and running
When you first sign up for Avoma, there are 5 essential steps to take to ensure Avoma will work for you, plus the opportunity to quickly skill-up with a playlist to help get the most out of Avoma. These steps are compiled in our Quick Start Guide, found on the left-hand side of your screen in Avoma.
(1) Connect your Calendar
Synchronizing your calendar with Avoma ensures that any meetings appearing on your calendar will pull into Avoma. If those calendar invites contain meeting links, Avoma will know to record them based on your recording preferences. Avoma will sync with Google or Outlook calendars, and you may only sync one calendar per Avoma user.
(2) Set your automatic recording preferences
You can tell Avoma which meetings you'd like it to record:
- All External Meetings: Avoma will automatically record all meetings with external participants (participants NOT in your organization) - Sales Demos, Customer Meetings, Recruiting Interviews, etc.
- All Internal Meetings: Avoma will automatically record all internal meetings (all participants in your organization) - All Hands, Daily Stand-Ups, Weekly Team Meetings, Design Reviews, 1:1, etc.
- Record meetings when I’m a meeting participant and not the host: While Avoma will always record meetings when you are the host (based on the preferences you set), you can also choose to have Avoma automatically record meetings where you are a participant.
NOTE: Avoma determines internal vs. external meetings using your organization's email domain. If any participant on the call does NOT have your organization's email domain, the call is considered external. This includes generic domains such as gmail.com, yahoo.com, etc.
(3) Select your conferencing preferences
You can tell Avoma which conferencing system you plan to use to record your meetings. Avoma has integrations with some of them and provides extra benefits when doing so.
For Zoom (for when you're the Host)
There are two options to integrate with Zoom: you will have the option to either record your calls via Zoom Cloud Recording, or by utilizing the Avoma Assistant (bot).
- Cloud Recording Native Integration: Avoma has a native integration with Zoom. When you are the host of a meeting, you can use Zoom Cloud Recording to record. This means that Zoom records the meeting, and then the recording is sent to Avoma for transcription & AI Note Taking. When using cloud recording, you will NOT see the Avoma Assistant as an additional participant in the meeting.
NOTE: You will need a paid Zoom account to utilize this option
- Avoma Assistant (Bot): Instead of being recorded by Zoom, the Avoma Assistant (Bot) will join the meeting as an additional participant and record the meeting.
For Webex (for when you're the Host)
- Cloud Recording Native Integration: Avoma has native integration with Webex. When you are the host of a meeting, you can use Webex Cloud Recording to record. This means that Webex records the meeting, and then the recording is sent to Avoma for transcription & AI Note Taking. When using cloud recording, you will NOT see the Avoma Assistant as an additional participant in the meeting.
NOTE: You will need a paid Webex account to utilize this option.
For all other Conferencing providers
When you're the Host: When hosting a meeting using Google Meet, Microsoft Teams, Blue Jeans, GoToMeeting, Lifesize, or UberConference, the Avoma Assistant will join as a participant and record the meeting.
When you're a Participant: When participating in a meeting using Zoom or Webex (that is hosted by someone else), the Avoma Assistant will join as a participant and record the meeting.
(4) Create your Voiceprint
Creating your voiceprint helps Avoma learn your voice so it can recognize and identify you in recordings. To record your voiceprint, allow Avoma access to your computer's microphone; when you're ready, click the Record button and read the provided text.
For best results, ensure there is no background noise while you are recording. If necessary, you can stop and re-record.
(5) Connect your CRM
If you have a Premium-level license or above, you can connect your CRM account to map your meeting activities with CRM records, automatically save your notes directly to appropriate records, and search for meetings and insights based on CRM properties (Deal stage, Amount, etc.).
Get the Most out of Avoma
After you have completed each of the Quick Start steps, you are presented with access to a Playlist of Getting Started Videos where you can learn how to use Avoma.
NOTE: In addition to the Playlist of Getting Started videos, Avoma populates Templates and Custom Categories to provide more context and make it easier for users to use these features,
View the Default Configurations
To help you get started and accelerate your use of Avoma best practices, we have populated defaults / included a set of shell Smart Categories, Templates, and Playlists for you to configure.
- Categories and Trigger Prompts - We have populated certain categories with prompts, including: Referral Source, Background, Current Workflow, Business Need, Impact, Feature Mention, Team Size, Competitor, Budget, Decision Making, Timeline, Risk, Action items
- Templates - We populated a set of Templates, including, Discovery, Demo, Follow up, Kick-Off, Check In, Support, 1:1
- Playlists - We populated a set of Playlists, including Feature Requests, Positive Customer Feedback, Negative Customer Feedback, Best Cold Calls, Best Discovery Calls, Best Demo Calls, Best Customer Kick-off Calls, Best Negotiation Moments, Best Competitor Handling, Best Pricing Objective Handling, All Hands, New Employee Onboarding, Sales Team Onboarding, Customer Success Team Onboarding, New Product Launch Trainings
If you have any challenges with your Quickstart process or have additional questions, reach out to our team at help@avoma.com.