Setting Up Outreach Kaia for Google Meet

Objective

Learn how to set up Outreach Kaia for Google Meet, including how to connect the integration and how Kaia captures your meetings, either live during the call or from the recording after the call ends.

Kaia and Google Meet interoperability provides Outreach Users with an always-on coach, delivering competitive traps, answers to pricing questions, and custom answers to tough buyer questions right in the moment they need it. Kaia also takes care of manual activities associated with meetings – taking notes, documenting action items, and automating next steps by sending summaries, capturing key moments, buyer sentiment, and more.

Looking for other meetings platforms?

Click below to set up Kaia for:

• Zoom
• Microsoft Teams
• WebEx

Applies To

• Outreach Administrators
• Outreach Users

Before You Begin

Uninstall or disable other conversation intelligence (CI) tools

We strongly recommend you first uninstall any other CI tools integrated with your meetings platform—particularly those that require an AI bot participant in meetings. This helps avoid potential technical conflicts with Kaia and having to manage duplicate recordings.

Additional Considerations

• Each user in your org intending to utilize Kaia requires a Meet/Orchestrate license. For details, go to How To Assign Licenses for Outreach Kaia.
• The Outreach Administrator must first connect Google Meet as a Web conferencing service in their Outreach instance.
• Users must then connect Outreach to their Google account.
• Ingestion controls are available when the provider is deployed and user-level authentication is enabled. For details, go to Managing Kaia Ingestion Settings.

Note: Some Outreach views and options require admin-level governance permissions. If the options outlined here are unavailable, contact the Org's Outreach Administrator as applicable. For more information regarding governance profile settings, refer to our Governance Profile Settings Overview.

Overview

Key Feature Functions

• Gain access to the Kaia Live experience, such as Content Cards, Insights, Transcription, Action Item Detection, and more with Google Meet.
• Understand what the sales team is discussing with prospects, how they position your product, articulate the value proposition, and overcome buyer objections to drive deals forward.

How Kaia Works with Google Meet

Kaia can work with Google Meet in two ways. Your Outreach Administrator can turn each one on or off for the connected Google Meet provider in Administration > User Management > Access Control > Kaia meetings. [CONFIRM: whether the setting applies per access profile or org-wide, and update this sentence to match.] Setup is the same for both.

If you're not sure which applies to your organization, contact your Outreach Administrator.

Application Security

Outreach Kaia is the only Conversation Intelligence service that has been reviewed, and audited, as secure and trusted by Google. Outreach is committed to maintaining the confidentiality and security of any personal information about our users. You can read more on how we do that in Outreach's Privacy Policy.

Setting Up Kaia for Google Meet

These steps are the same whether your organization uses Kaia Live participation, post-meeting recording ingestion, or both.

Administrator Configuration Steps within Outreach

1. Log in to Outreach as an Admin.
2. Click Administration > Tools > Kaia. The General tab opens by default.
3. In the Google Meet tile, click Connect.
   
4. When prompted, enter your company's website URL.
   
   This allows Outreach Kaia to search your website for commonly used words, integrations, products, and competitors, and then train our AI based on these words, resulting in more accurate transcriptions of your calls.
   Note: Optionally, further improve accuracy with Kaia Vocabulary after completing initial setup.
5. Assign user licenses.
6. Click Administration > User Management > Access Control > Kaia meetings, and turn Kaia Live participation and Kaia post-meeting recording ingestion on or off for Google Meet, then click Save. For details, go to Managing Kaia Ingestion Settings.
7. Notify licensed users that they can complete the Kaia Google Meet setup steps below.

User Configuration Steps within Outreach

1. Log in to Outreach.
2. In the bottom of the left nav, click your user initials > Personal Settings.
3. In the Meetings tile, click Kaia.
4. Click Sign in with Google.
   
5. Sign in to your Google account and then click Allow to provide Kaia access.
6. Install the Outreach Everywhere extension for Chrome to help with enabling Kaia meeting in Google Meet. [CONFIRM: whether the extension is relevant to Kaia Live participation or only to post-meeting recording ingestion.]

You're ready to use Kaia in Google Meet!

Using Kaia in Google Meet

Kaia Live participation

Use this option if your Outreach Administrator has turned on Kaia Live participation.

• Kaia joins your meeting, and you must admit it. Google requires the host to grant Kaia permission to join within the allowed time, or Kaia is removed from the meeting. [CONFIRM: the admit window is 2 minutes or 2-3 minutes — the current article states both.]
• While the meeting is in progress, Kaia delivers Content Cards, Insights, Transcription, and Action Item Detection. [CONFIRM: where reps view these in Google Meet.]
• [CONFIRM: whether the Google Meet transcript is also required for Kaia Live participation.]

Post-meeting recording ingestion

Use this option if your Outreach Administrator has turned on Kaia post-meeting recording ingestion.

1. When hosting a meeting on Google Meet that you want to be available in Kaia, click Record in Google Meet.
2. When starting the recording, ensure the checkbox for Also start a transcript (English only) is selected.
   Note: With the Outreach Everywhere extension running, the checkbox is preselected. Otherwise, you need to select it manually.
   
3. After the meeting ends, Kaia imports the recording if it meets the following criteria:
   • A calendar event exists that is connected to Outreach and contains a Google Meet link.
   • The invite has an external invitee (an email domain different from the meeting host's).
4. Once imported:
   • Kaia sends out a meeting summary email.
   • The recording is available on the Kaia Call Recording page and includes Kaia's rich post-meeting experience and conversational intelligence features.

Typically, the meeting recording appears in Outreach within two hours. In some situations, it can take up to 4 hours after a meeting ends for Google to make the recording available to Outreach.

Recording meetings within Google Meet with the transcript option enabled is required for Kaia to analyze them. Kaia uses the Google Meet transcript to accurately identify the people talking in the meeting.

Additional Information

• Managing Kaia Ingestion Settings
• Outreach Kaia Overview
• How To Assign Licenses for Outreach Kaia
• Outreach Kaia Meetings FAQ
• How To Initiate an Ad-Hoc Outreach Kaia Meeting
• Start or schedule a Google Meet video meeting [Google Support]