Conversation Intelligence Setup

1) About

This guide will walk you through all the steps to set up and configure Conversation Intelligence with Weflow. If you have questions or concerns, don’t hesitate to contact our support team at support@getweflow.com.

2) Prerequisites

Weflow's Conversation Intelligence is based on it's Activity Capture solution. Hence, if you have not done so yet, please review our step-by-step guide on how to set up Activity Capture first: https://help.getweflow.com/en/article/activity-capture

3) Setup

Step 1: Start setup process

Go to General Settings
Click on "Set up Conversational Intelligence"

Step 2: Recording Preferences

Assign a name to the recording bot e.g. 'Notetaker'
Define the default language for the AI output.
You don't need to setup any integration with Teams, Meet, WebEx or Zoom.

You can always change these settings at a later point in time.

Step 3: Users

You can only add users who have been activated in 'Activity Capture' prior.
Activate users by moving them to the 'Selected users'

Step 4: Domains

We recommend adding any internally used domains or domain aliases.
This will help Weflow ensure that meeting summaries are only sent to participants of these domains.
In addition, it will ensure that only meetings with at least one external participant (i.e. with a different domain) get scheduled automatically.
You can add as many domains as needed.

Step 5: Consent & Logs

The consent settings below can help ensure that call participants are informed about and agree to recording conversations for analytics, compliance, or training purposes. Configure it here to clearly communicate recording intent, gather participant consent, and comply with privacy regulations.

Consent Options:

Weflow offers three options for capturing consent:

None: The recording starts immediately (once the bot has been permitted to the meeting).
Opt-In: The recording starts only if one or more users consent to it by clicking on a link.
Opt-Out: The recording starts immediately (once the bot has been permitted to the meeting), but users can choose to opt-out at any point in time. If one or more users opt out, the bot leaves the meeting and the recording is deleted instantly.

Consent Logs:

Weflow stores consent for opt-in and opt-out in a CSV file.
You can download the CSV file at any point in time for documentation purposes.

Customizing your message:

You can choose to customize the message that Weflow displays.
If you do not customize the message, Weflow will display a standardized message.
Please note, that it is not Weflow's responsibility to adhere with your local privacy laws.

Opt-Out Messages (Examples):

This meeting is being recorded by a bot for note-taking purposes. If you don’t want to be recorded, please click on the opt-out link below.
This meeting is being recorded for documentation. If you don’t want to be recorded, please click on the opt-out link below.
We’re recording this session to support follow-ups. You can opt out at any time by clicking the link below.
Recording is in progress for internal purposes. You can opt out at any time by clicking the link below.
To ensure accurate notes, this meeting is recorded. Don’t want to be recorded? You can opt out at any time by clicking the link below.

Opt-In Messages (Examples):

We'll only record this meeting with your permission. By opting in, you help us improve clarity, team alignment, and long-term knowledge sharing. Use the link below if you agree.
This meeting is not recorded by default. If you opt in, your input can be used to create better follow-ups, ensure nothing is missed, and support internal alignment. Click the link below to opt in.
Opting into recording helps us capture key insights, provide more accurate feedback, and improve future sessions. If you're okay with that, please click the link below to consent.
Want better follow-ups and fewer repeated questions? By opting in, your contributions help us document discussions clearly and drive better decisions. Use the link below to opt in.
Your input matters. Opting into the recording ensures it’s reflected accurately in notes, feedback, and potential training material. Click the link below to give consent.

4) Zoom Settings

The following setting is needed to ensure that Weflow can reliably record meetings via Zoom. No actual recordings will be stored locally on your users computers or drive.