Outreach Kaia Meetings FAQ – Outreach Support

Objective

Learn more about using Outreach Kaia to enhance your meetings.

Applies To

Outreach Users

Outreach Kaia Frequently Asked Questions

What meeting platforms does Kaia work with?

Outreach Kaia is currently compatible with the following:

Zoom (for Kaia live experience)
Microsoft Teams (for Kaia live experience)
Google Meet (for Kaia post-call experience)
WebEx (for Kaia post-call experience)

How do I enable Outreach Kaia for my meetings?

Outreach Kaia can be brought into any meeting.

AUTO-JOIN: Kaia will auto-join meetings when the following conditions are met:

The Outreach Prospect is added as an attendee in the meeting invite.
A Zoom or Microsoft Teams web conference link is added to the invite.
A meeting is created from the Google, Outlook, or O365 (Exchange) calendar synced with Outreach.
The meeting host's Kaia user preference is configured to auto-join.
Registration is not required for a Zoom meeting.

Note: The Kaia auto-join options can be found in your individual user Kaia configuration settings.

MANUAL JOIN: Kaia can be manually brought in by clicking the Join with Kaia button, which is on all meeting invites in the Outreach calendar. For Zoom-enabled orgs, the button is also in their Google Calendar.

Do I have to uninstall or disable other CI tools to install and use Kaia?

While having them active may not always prevent you from using Kaia as normal, we strongly recommend you first uninstall any other conversation intelligence (CI) tools integrated with your meetings platform—particularly those that require an AI bot participant in meetings. This ensures avoiding any potential technical conflicts with Kaia and having to manage duplicate recordings.

When does Kaia join my meeting?

Outreach Kaia joins your meeting a minute before the meeting starts. If the waiting room is enabled for the meeting, Outreach Kaia will wait in the waiting room to be admitted for 10 minutes.

Why don’t I see Outreach Kaia Assistant joining even though I created the meeting using an Outreach-synced calendar?

Outreach requires meetings to be synced in the Outreach calendar to be enabled for Outreach Kaia. If your meeting was created in a Google, Outlook, or O365/Exchange calendar and didn’t sync with Outreach on time, the Outreach Kaia Assistant will not join that meeting.

Also, if the waiting room is enabled for the meeting, Outreach Kaia might be waiting (up to 10 minutes) to be admitted to the meeting.

Can Kaia join a Zoom meeting that requires registration?

No, Outreach Kaia will not join if registration is required for Zoom meetings. Users must un-check the Registration Required option in Zoom Settings in order for Kaia to join meetings.

Can I add Kaia to a meeting my prospect/client creates (i.e., where I am a participant and not the meeting host)?

Zoom: If the meeting is on Zoom, you can add Kaia as a participant. However, the Zoom meeting host must be in the meeting and grant recording permission to Kaia.
MS Teams: If the meeting is on Teams, you cannot add Kaia if you are not the meeting host.

Does Outreach Kaia work for meetings scheduled with Gong landing page?

Yes, Outreach Kaia works with Gong landing page in meeting invites. We extract Zoom meeting details from the Gong landing page and use that for adding Kaia.

Can I disable Outreach Kaia for my Prospect Zoom meeting?

Today, we don’t allow you to disable Outreach Kaia for an upcoming Prospect Zoom meeting. However, you can remove Outreach Kaia when your meeting starts by removing the Outreach Kaia Assistant as a participant from the meeting or ending the recording from the Outreach Kaia screen.

What happens when none of my invited attendees join the pre-scheduled meeting?

Outreach Kaia stays in the meeting or waiting room for 10 mins. If no one joins the meeting during that time, Outreach Kaia will leave the meeting.

For back to back meetings when using the same Zoom ID and waiting room, how should I admit the Outreach Kaia assistant for the upcoming meeting?

In order to avoid a single meeting recording that includes two back to back meetings, Outreach recommends you end the Outreach Kaia recording of your first meeting just prior to conclusion. Then, start your second meeting and admit Outreach Kaia from the waiting room to the meeting when prompted.

Can I edit the transcript of the meeting conversation?

No, not directly. The transcript is autogenerated by real-time speech to text conversation and cannot be edited.

However, you can re-transcribe a meeting recording in the event the live transcription options were not set up to recognize and capture a certain language(s).

Does Kaia capture meeting chats?

No, Kaia will not capture text chats entered into the conference platform during a meeting -- only spoken conversation.

Why is Outreach Kaia not detecting all action items during my meeting?

We convert speech to text and then leverage machine learning to detect action items within conversations. The machine learning model is trained for different patterns denoting action intent within the speaker utterances. If your utterance was not detected as an action item, this could be because either Outreach Kaia didn’t generate the accurate transcription for your utterance because of bad audio quality or our model didn’t recognize it as an action item.

Can I manually add action items not detected for the meeting?

Yes, in the notes section of the Live Kaia experience you can take a note and save it as an action item.

Who receives the summary email for the meeting?

The summary email of the meeting is sent to all internal Kaia users who were in the meeting. These users must be a Kaia user in the same org as the host, and be recognized in the meeting by being signed in.

Can I forward the summary email to other stakeholders?

Yes, you can forward the summary email to whoever you like. However, please note the recorded meeting page link will not be accessible to attendees who are not part of your Outreach organization.

Who can view recorded meetings?

Any Outreach user in your org can see the Kaia Recordings page and view Kaia recordings (pending visibility permissions set for the user's profile and the individual recording), regardless of whether they specifically have a Kaia license.

Additionally, links to watch recordings can be shared with those outside your outside org. See How to share an Outreach Kaia Recording for more information.

Can I delete recorded meetings?

Yes, you can select recordings from the recorded meeting list view page and delete them. Please note this will delete the entire meeting recording details: action items, transcript, and audio recording synced with that meeting. Meeting recordings saved in the Zoom cloud are separate from recordings saved in the Kaia recording page in Outreach. Additionally, storage for Kaia recordings currently have no known limit.

Administrators now have governance settings that control which users can delete recordings and which cannot. If a user does not have privileges to delete recordings, they will not see a delete option on the recording and should contact their admin.

How can I understand the context of action items automatically captured during the meeting?

All the action items on the recorded meeting page link to the appropriate section in the meeting transcript. You can click on an individual action item’s time stamp to link to the associated transcript section to get more context.

Can I download my Outreach Kaia recordings?

Yes, see How To Download a Kaia Recording for more information.

What are Outreach Kaia Content Cards?

Outreach Kaia Content Cards are user-created and populated content that surfaces in a Kaia meeting for the rep when a trigger is processed, providing relevant data, talking points, and links for additional information, and streamlining the follow up process. They currently come within the following types:

Competitor
Product
Integration
Pricing

Refer to How To Create Outreach Kaia Content Cards and Best Practices for Creating Outreach Kaia Content Cards for complete details.

Why is Kaia not auto-joining my Zoom meetings even though I have all of my Outreach settings configured properly?

Certain Zoom settings, when enabled, can prevent Kaia from joining meetings. For example, having the Request permission to unmute setting enabled both in your settings and within the preferences for an individual meeting will prevent Kaia from joining.

Is Kaia available for voice-only calls?

Yes! Kaia for voice calls is available exclusively on the Outreach Voice platform. Learn more here.

What languages does Kaia support?

While meetings with Kaia can be conducted and the video/audio recorded in any language, the ability to live transcribe specifically supports the list of available languages shown in our guide to enabling and using multi-lingual transcription. You are also able to re-transcribe (important: not translate) a recorded meeting/call using available languages in the event it was originally captured incorrectly.

Currently, other features of Kaia (e.g., Content Cards, Smart Meeting Assist, Custom Topics, etc.) are only supported in English.