Enable & Manage Meeting Prep Agent

Objective

Enable Meeting Prep Agent within the organization and user profile.

Applies To

• Outreach Admins

Before You Begin

• Meeting Agent is available to organizations that have both Amplify and Meet enabled (with at least one Meet add-on or Orchestrate license purchased).
• Users with a Meet add-on or Orchestrate license (users enabled for Kaia live meeting capabilities) can:
  • Generate meeting briefs
  • Add or edit meeting context
  • Regenerate briefs as needed
• Users without a Meet add-on or Orchestrate license (for example, Engage-only users) can:
  • View briefs that have already been generated
  • They cannot generate new briefs or modify meeting context.
• Account assist is the prerequisite to be enabled for enabling the Meeting agent

Overview

Meeting Prep Agent is an AI-powered meeting preparation experience that generates a shared meeting brief ahead of a meeting with prospect.

The brief provides reps with fast, relevant context (e.g. on account, attendees or past conversations) so they can show up prepared and confident.

Meeting Prep Agent generates insights primarily from historical engagement within the account, using up to the last 10 meetings and 80 emails as input.

Each brief is composed of modular sections. Every section focuses on a specific theme a rep may want to review before a call. The product includes a default set of sections, such as Talking Points, Past Conversations, Account Overview, Meeting Attendees Overview, and Opportunity Overview.

Admins can customize the experience by editing the default sections or creating their own. This allows teams to tailor meeting preparation to their specific sales motion and preferences.

The brief structure defined by the admin is shared across the organization. At this time, it is not possible to create different brief templates for different teams or allow individual reps to define their own structure.

Procedure

Feature Enablement

1. Log in to Outreach as an admin.
2. Click Administration > Organization.
3. Navigate to Org info > GenAI.
4. Toggle on Meeting Prep Agent. Account assist is the prerequisite to be enabled for enabling the Meeting agent.
5. Click Save.

Profile Enablement

1. Log in to Outreach as an admin.
2. Click Administration > User Management > Access Control.
3. Select the appropriate profile.
4. Toggle on Can view and generate meeting briefs.
5. Click Save.

Configure Meeting prep agent

Access the Meeting prep agent configuration

1. Navigate to Agents & AI > Meeting prep agent. This opens the management of Meeting prep brief.
2. To help you get started quickly, the brief comes with a set of default sections predefined by Outreach. These sections are active by default (will appear in the brief for reps), but you can easily deactivate any section you do not want to include.
   1. Note: After configuring the sections, you can enable Meeting Prep Agent for reps when you are ready. The feature becomes available to reps only once it is enabled for their profile, giving you time to review and adjust the brief before rolling it out. You can always experiment in preview with section that is not yet activated.

Manage sections

You can fully customize the brief structure:

• Edit existing sections
• Create new sections
  • click + New section at the bottom of the brief or use the option in the left sidebar.
• Clone existing sections
  • open the three dot menu in the top right corner of that section.
• Delete sections
  • open the three dot menu in the top right corner of that section.
• Reorder sections
  • Drag and drop them in the left sidebar. You can also use the Move up and Move down options in the section menu.

Define Gen AI instructions

Each section is powered by a prompt defined in the Gen AI Instructions field. In most sections, Meeting Prep Agent generates content primarily from historical conversations within the account, analyzing up to the last 10 meetings and 80 emails. (The only exception is the default Opportunity Overview section, which relies primarily on structured Opportunity variables and summarizes CRM fields rather than processing past conversations.)

Your prompts should rely only on:

• Historical conversations
• Account, Opportunity, and Meeting variables you explicitly reference

Prompts should not assume access to information beyond what is available in past conversations or explicitly injected through variables.

Each section is generated independently. Sections do not share context with one another, so do not assume that one section is aware of the content produced in another.

Use variables to provide context

You can use Account, Opportunity and Meeting variables to provide additional context in the prompt. List of available meeting variables:

• meeting.title (title of the meeting)
• meeting.description (meeting description/body)
• meeting.type (Outreach meeting type)
• brief.context If a section references the {{brief.context}} variable, the sales rep can provide additional meeting context to help the AI generate more relevant and targeted output. This context can include the meeting goal, topics to be covered, and the type of meeting. In many cases, meeting metadata is incomplete or unhelpful. Descriptions and meeting types are often missing, and titles alone rarely provide enough signal. Without clear context, the agent may not generate high quality, relevant results. Use {{brief.context}} in sections where understanding the specific purpose of the meeting meaningfully improves the accuracy and usefulness of the generated content.

Use date range picker to filter the conversations

Use "Date range" picker to select the time window used to filter past conversations. You can choose from predefined ranges or define a custom date range.

Note: The only non-configurable section is the Meeting Attendees section. This section relies on complex, multi-step logic and therefore is not available for prompt configuration.

Test and refine in Preview

• To preview the output, select a prospect and a specific meeting associated with that prospect.
  • TIP: You can identify the prospect and meeting by checking a sales rep's calendar or by navigating to the relevant account and opening the Meetings tab.
• Review and iterate the configuration until the result meets expectations. Once you are happy with the result, "Save".

Manage access to the Meeting prep agent

Access to the Meeting Agent is managed in Administration > User management > Access control > Meetings > Meeting agent

A new Meeting agent section is available under Meetings, with two permission options:

• Can view and generate meeting preparation briefs Intended for sales reps who need to create and use meeting prep briefs.
• Can create, edit, and delete content in Meeting Agent administration Intended for admins responsible for configuring templates and sections.